Position Reposted: Admin Assistant at Island County Historical Society Museum on Whidbey Island

Location: On-site Mon – Fri or Tues – Sat from approximately 9:15 AM – 4:15 PM (some flexibility).

Pay: $23/hr for up to 32 hours per week.

Job Description: Now that we’ve completed our executive leadership transition, we are looking for a new administrative assistant to join our great little team! If you applied for this position from the first posting, and are still interested in being considered for this position, please apply again or forward your original application with a note that states you are still available.

Position directly serves on a small team in an administrative capacity dedicated to the general operation of the Island County Historical Society Museum. Our lovely little museum is open 7 days a week and year-around except for holidays. We work hard to be an active member and collaborator of the local Coupeville community, as well as wider Island County.

This position will work closely not only with the Society’s Director but also with facilities staff and volunteers. The position requires creativity in planning, program delivery, operations, administration, technology, and project/event coordination. The qualified individual must have strong written and verbal skills, experience with Quickbooks or other financial software, payroll, Webpage building and editing, graphics, and experience in office administration or management. He/she must have flexibility, the ability to work in a diverse environment, as well as work efficiently unsupervised.

Duties:

· Administrative Tasks – filing, correspondence, answering telephone, making calls, checking voicemails, messages, mail, copies, maintain database for museum contacts.

· Volunteer Management – recruiting, training, communicating with and scheduling of front desk volunteers.

· Marketing – Distribute and design quarterly newsletter, subscriber emails, assist with social media, event marketing, website updates and maintenance, flyers, fundraising, and promotional materials for museum. Design work for advertising and assisting ED as needed.

· Coupeville Museum Store – Order, price, and input store inventory into POS system, distribute payments for store vendors, keep storefront organized, stocked, and current.

· Fundraising – Assist with annual auction planning and coordination of procurement items. Responsible for ticket sales, event signage, registration and payment management Maintain donor records and distribute tax-deductible donor receipts.

· Membership – Organize and maintain museum membership records and all membership correspondence.

· Donor Management – Maintain donor database. Ensure tracking of donor activities and maintain communication with donors through written receipts and electronic communication.

· Bookkeeping – Record and maintain the museum’s financial transactions, such as sales, expenses, payments, invoices, and purchases. Ensure timely payroll for museum staff. Invoice customers for museum sales. Produce financial reports as requested.

· Other tasks— Assists with other tasks as needed at the request of the ED, including aiding in design and printing, procuring services, and assisting at special events, basic building maintenance including cleaning the bathrooms and kitchen, vacuuming, dusting, polishing, taking out the trash, sweeping and weeding the grounds, picking up trash.

We encourage people of all backgrounds to apply. Women, people of color, Indigenous people, LGBTQ people, veterans, people with disabilities, and members of other historically underrepresented communities are strongly encouraged to apply. We recognize that candidates from historically marginalized communities may be less likely to apply if they do not meet every listed qualification. If you are excited about this opportunity and believe you can contribute to the role, we encourage you to apply - even if your experience does not align perfectly with every preferred qualification.

Please send any questions and/or your application to Kim Matthews, Executive Director, at director@islandhistory.org.

We look forward to hearing from you!

Pay: From $23.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person

Salary : $23