What are the responsibilities and job description for the Office Manager position at Schoolhouse Children's Museum?
Company Overview
The Schoolhouse Children’s Museum is dedicated to inspiring and engaging children and families through creative, interactive learning experiences that blend arts, humanities, and sciences within cultural and historical environments.
Job Summary
The Office Manager is responsible for coordinating daily financial reconciliation, managing HR records, handling accounts payable and receivable, supporting payroll, tracking grant expenses, and maintaining organized administrative systems.
Responsibilities
Daily Sales Records Oversight
- Oversee daily sales reconciliation and verify cash counts
- Track and organize receipts and point-of-sale reports
- Ensure front desk opening, daily, and closing cash procedures are consistently followed
- Improve front desk processes to align with best practices and audit requirements
Records Management & Systems
- Maintain organized digital and physical filing systems
- Review current systems and recommend improvements
- Implement efficient record-keeping processes for finance, HR, and grants
- Keep all administrative and financial documentation audit-ready
- Communicate with the museum’s accountant to provide required documentation
- Ensure compliance with policies, procedures, and audit standards
Finance & HR Administration
- Handle Accounts Payable (processing bills, vendor payments, invoice tracking)
- Oversee Accounts Receivable (rental income, program payments, etc.)
- Coordinate payroll processing
- Maintain HR personnel files and confidentiality standards
- Track and document grant-related expenses for reporting
- Order office supplies and maintain inventory
Renewals & Organizational Compliance
- Track and manage all renewals, including licenses, permits, registrations, memberships, and subscriptions
- Maintain reminders and ensure timely renewals to prevent lapses
- Ability to work independently with strong time management skills and attention to detail
Qualifications
- Minimum 3 years experience in office management, bookkeeping, nonprofit administration, or similar roles
- Strong organizational and record-keeping abilities
- Comfortable with financial documentation and basic accounting tasks (AR/AP)
- Ability to assess and improve administrative systems
- High attention to detail and accuracy
- Proficiency with spreadsheets, digital filing systems, and office software
- Ability to maintain confidentiality and handle sensitive information
Pay: $20.00 - $23.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Application Question(s):
- How many years of experience do you have overseeing business operations, administrative systems, or office management?
- Please confirm that you understand this is a part-time position averaging 24–28 hours per week, week days only and that the compensation range listed in the posting is firm based on our nonprofit budget.
Work Location: In person
Salary : $20 - $23