Office Manager/Bookkeeper

POSITION SUMMARY

The USS Silversides Submarine Museum is seeking a detail-oriented and organized Office Manager to manage the museum’s financial transactions, gift shop inventory, simple HR tasks, and internal stakeholder responsibilities. This role is crucial for ensuring accurate financial record-keeping, supporting the museum’s operations, and bridging the gap between staff and committee responsibilities. The Office Manager will work closely with the Operations Manager and Executive Director and be an active and positive participant of the Gift Shop Committee. At least 3 years of nonprofit accounting experience is necessary as this position is A/R and A/P heavy.

DUTIES AND RESPONSIBILITIES:

Accounts Payable:

· Process and manage vendor invoices, ensuring timely and accurate payments.

· Reconcile vendor statements and resolve discrepancies.

· Prepare and issue checks, and maintain accurate records of all disbursements.

Accounts Receivable:

· Manage inventory levels for the museum gift shop, ensuring products are accurately recorded and stocked.

· Generate and analyze sales reports to determine reorder needs.

· Coordinate with vendors to reorder merchandise, ensuring timely restocking of popular items.

· Maintain detailed records of inventory purchases and stock levels.

Payroll and HR Tasks:

· Process bi-weekly payroll, ensuring accuracy and compliance with all relevant laws and regulations.

· Manage employee onboarding, including the completion of necessary paperwork and setting up new hires in the payroll system.

· Assist with employee benefits administration and respond to HR-related inquiries.

Financial Reporting, Reconciliation, and Budgeting:

· Prepare financial reports for the Board of Directors, providing clear and accurate summaries of the museums’ financial status – working closely with the Board Treasurer.

· Assist in the development and monitoring of the annual budget with the Treasurer and Executive Director.

· Working closely with the Executive Director to ensure the financial health of the museum.

· Reconcile bank statements and ensure all financial transactions are accurately recorded in the accounting system.

Auditing and Compliance:

· Collaborate with external auditors during annual audits, ensuring all necessary documentation is provided and any issues are promptly addressed.

· Ensure compliance with all financial regulations and internal controls.

· Implement and uphold proper checks and balances for a nonprofit organization.

Tax Compliance:

· Prepare and file monthly sales tax returns as required by the State of Michigan.

· Ensure timely payment of all taxes and maintain accurate tax records.

General Administrative Support:

· Provide general administrative support to the Executive Director, including scheduling meetings, preparing reports, and managing correspondence that relates to donors, members, and volunteers.

· Assist the Executive Director with special projects as needed.

· Ensure all development, membership, and volunteer activities align with the museum’s mission and goals.

· Act as a liaison between staff and the committee, ensuring smooth communication and alignment of goals.

· Assist in the planning and execution of fundraising campaigns and events.

· Manage donor databases, ensuring accurate records of contributions and donor communications including thank you letters, recognition letters, etc.

· Serve as the primary point of contact for museum members, addressing inquiries, and ensuring a positive member experience.

· Manage membership renewals and communications, ensuring timely and personalized outreach.

· Create, execute, and analyze member surveys – making necessary recommendations and changes based on feedback.

· Analyze, make recommendations, and implement changes to membership program including levels, pricing, and benefits.

· Maintain a database of volunteers, tracking hours, skills, and interests.

· Work with staff to identify volunteer needs and match volunteers to appropriate roles.

Committee Involvement:

· Participate on the Gift Shop Committee, providing financial insights and assisting in decision-making processes.

· Act as a liaison between staff and the committee, ensuring smooth communication and alignment of goals.

General Administrative Support:

· Maintain organized and up-to-date financial records.

· Assist the Executive Director with special projects as needed.

· Provide general administrative support to ensure the smooth operation of the museum’s financial and HR functions.

QUALIFICATIONS:

· Associate’s degree in Accounting, Finance, or related field (Bachelor’s degree preferred).

· 3 years of experience in bookkeeping, accounting, or a related field.

· Proficiency in QuickBooks Online is required and at least 3 years is highly recommended.

· Experience with Microsoft Office Suite (Excel, Word, etc.)

· Familiarity with payroll processing and basic HR functions.

· Experience with budgeting, working auditors, and tax compliance, particularly sales tax for the State of Michigan.

· Strong organizational skills and attention to detail.

· Excellent written and verbal communication skills.

· Knowledge of conservation principles and practices.

· Ability to work independently and as part of a team.

The USS Silversides Submarine Museum is a 501(c)3 organization and is not part of the US Department of Defense.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Experience:

• Microsoft Excel: 1 year (Required)
• QuickBooks Online: 3 years (Required)
• Bookkeeping: 3 years (Required)

Work Location: In person

Salary : $20 - $25