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  • Museum Office Manager, Billings, MT. Deadline: June 18, 2018

Museum Office Manager, Billings, MT. Deadline: June 18, 2018

  • 07 Jun 2018 12:05 PM
    Message # 6293624

    Museum Office Manager - Position Summary

    Western Heritage Center, Billings, Montana

    Description: The Western Heritage Center, located in Billings, Montana, is seeking a full-time museum office manager for reliable administrative work in maintaining the records and accounts of the museum, as well as coordinating WHC museum events, marketing efforts, and volunteer services. The position coordinates bookkeeping functions with the Center’s independent accounting firm. The individual works closely with staff on events, marketing, and volunteers. The work requires flexibility and the ability to oversee a wide variety of museum responsibilities. The work is under the general direction and supervision of the Executive Director, but independent judgement and initiative is often necessary.

    Organization: The Western Heritage Center is one of six museums in Montana accredited by the American Alliance of Museums (AAM) – the museum has three full-time paid staff and three-part time paid staff.

    Essential Responsibilities - The responsibilities of this position include, but are not limited to those stated below:

    ·         Coordinates bookkeeping and accounting functions with the Center’s independent accounting firm, including:

    ·         Payroll, including governmental reporting

    ·         Oversight on Accounts Payable / Receivable

    ·         Maintaining petty cash fund and depositing monies;

    ·         Financial reports for the museum executive director and board of directors;

    ·         On-site benefits administrator and Insurance coordinator;

    ·         Knowledge of point of sale systems (we use ShopKeep)

    ·         Develops marketing materials and press releases and updates for the web site;

    ·         Coordinates museum special events, receptions, and meetings as needed;

    ·         Works with and coordinates volunteer scheduling;

    ·         Attends meetings, conferences and workshops as requested and authorized;

    ·         Manages membership/donor data base, tracks contributions, and processes renewals;

    ·         General secretarial duties;

    Education, Knowledge, Skills, and Abilities

    ·         College graduate, preferably with education and training in accounting or a related field;

    ·         Experience in automated accounting, office administration and public relations; or

    ·         General knowledge of generally accepted accounting principles and practices;

    ·         Knowledge of modern office terminology, procedures and practices;

    ·         Thorough knowledge of Web technology and marketing strategies;

    ·         Knowledge of museums and the museum profession is beneficial;  

    ·         Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;

    ·         Ability to interpret financial reports and records and to analyze financial data;

    ·         Ability to communicate well with staff and volunteers to secure cooperation and efficient coordination of tasks;

    ·         Ability to operate a personal computer using word processing, financial spreadsheet, specialized accounting  and database applications appropriate to assigned duties;

    ·         Ability to communicate well with staff, volunteers, board members and the general public both orally and in writing, using both technical and non-technical language;

    ·         Ability to maintain effective and welcoming relationships with the Museum Executive Director, other museum employees, supervisory personnel, volunteers, vendors and the general public;

    ·         Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;

    ·         Ability to perform a wide variety of administrative and financial tasks with accuracy and speed under the pressure of time-sensitive deadlines;

    ·         Valid driver license and good driving record.

    Compensation and Benefits

    Salary is dependent on education and experience (Range $26,000-$30,000). The Western Heritage Center provides for health care coverage (about $6,000 annually) and vacation time.

    Applications and Inquiries

    Deadline for submissions is Monday, June 18, 2018.  We are looking at filling the position immediately.  Please submit a cover letter, resume, and two professional references (electronic submissions preferred) to:

    Kevin Kooistra, Executive Director

    Western Heritage Center

    2822 Montana Avenue

    Billings, Montana 59101

    Email    kevin@ywhc.org

    Questions? 

    Please contact Kevin Kooistra at kevin@ywhc.org   Cell 406-647-5337


    Last modified: 08 Jun 2018 10:28 AM | Peggy Schaller (Administrator)
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