Bookkeeper

Position Title: Bookkeeper & Asst. Operations Manager

Rate of Pay: $16.00 - $22 per hr. DOE.

Reports to: EXECUTIVE DIRECTOR

Salary Classification: NONEXEPT/PART-TIME

Schedule: Mon-Fri. 20-24 hrs./week

ABOUT THE COOS COUNTY HISTORCIAL SOCIETY

Founded in 1891, the Coos County Historical Society is the second oldest historical society in the State of Oregon. Through our mission and vision, we strive to create a better understanding of life in Coos County and Oregon’s South Coast, past and present, and our place in that life. We want everyone entering our door to feel ownership and to be inspired to share and build community around the museum. Our museum serves three main purposes 1) Education 2) Regional Historic Research and 3) Providing space for the community to gather in one of the most beautiful settings on the Coos Bay Waterfront.

DIVERSITY, EQUITY & INCLUSION

Museums are a vital part of how we tell the stories of who we are, who we’ve been, and how we will live together. They maintain our cultural heritage and teach us about all the ways we are different and the same. Reflecting the diversity of that heritage is a critical part of the Coos County Historical Society and the Coos History Museum’s work. We work towards highlighting diversity, equity, and inclusion as key focus areas in our strategic priorities and educational programming. Inclusion is how we move toward our equity goal, and diversity describes the breadth of our experiences and perspectives.

POSITION SUMMARY

PRINCIPAL DUTIES AND RESPONSIBILITIES

The Bookkeeper & Asst. Operations Manager provides Accounting, Payroll/HR, and Administrative support to the Board of Trustees. In addition will assist Executive Director with oversight of Museum Operations including IT, and facilities management.

Accounting-60%

• Manages day-to-day accounts payable and accounts receivable including recording Museum Store daily deposits, entering bills and creating checks for payment; and reconciling bank statements.
• Completes all payroll-related cycles; pays monthly Federal and State payroll taxes and files quarterly and annual Federal and State payroll tax reports; manages employee vacation and sick time balances, as applicable; and updates all payroll information in accordance with Federal and/or State law.
• Reconciles Petty Cash fund monthly.
• Generates invoices for Museum rentals, Research requests and other Museum services
• Provides monthly financial reports to Board Treasurer and Executive Director.
• Attend Board of Trustees meetings on a quarterly basis and as requested.
• Generates necessary financial reports required for grant applications, grant reporting, project planning, and other activities as needed.
• Assists with annual budget preparation.
• Manages expense tracking for special events, grants and capital campaigns, including project-level budget tracking and forecast management.
• Provides all necessary information for annual financial audit by independent auditor.
• Updates financial policies and procedures as needed.

Operations & Facilities-30%

• Point of contact for all facilities vendors including but not limited IT provider, janitorial, HVAC, elevator, fire & security alarm companies, and elevator servicer.
• Responsible for annual & semi-annual DEQ reporting
• Coordinates purchases for office, and operational supplies, including education, curatorial and facilities.
• Work with Museum Store Buyer to ensure profitability of store and to keep purchases within budget.
• Ensures adequate insurance coverage for Museum and Board of Directors.
• Updates operational policies and procedures, as needed.
• Assign security codes and keys.
• Oversee Administration and Operations Budgets
• Assist with grant proposals, support Museum projects.
• Processes insurance claims and follow-up.
• Oversee and manage the day-to-day operations of the Museum when the Executive Director and Curator are off site.
• Supports Board Building Maintenance Committee
• Leads Museum Safety Committee, schedules quarterly meetings and inspections. Reports findings to Executive Director.
• Other duties as assigned.

Other Duties-10%

• Manager On Duty (MOD) when needed. Includes opening and closing procedures for the Museum and Museum Store, answering reception/store volunteer questions & concerns.
• Other duties as assigned

EDUCATION/CERTIFICATIONS/LICENSES/DEGREES

• AA degree in accounting, business management or related studies
• QuickBooks Online Certification a plus
• Non Profit Accounting a plus
• Current and valid driver’s license

EXPERIENCE

• 3-5 year of bookkeeping, accounting and Quick Books experience. Combination of education and experience will be considered.
• Ability to work with volunteers of all ages

SKILLS AND ABILITIES

• Knowledge of GAAP
• Computer skills including QuickBooks Online, Database software, Microsoft Office Suite, Familiarity with PastPerfect a plus.
• Attention to detail and high accuracy.
• Highly motivated and demonstrates a positive image and outlook when interacting with the public and coworkers
• Project management skills

Physical/Mental/Environmental Requirements

• Requires extensive sitting with periodic standing and walking
• Must be able to lift a minimum of 30 pounds; 50 lbs when working with assistance
• Requires significant use of personal computer, phone and general office equipment
• Needs adequate visual acuity, ability to grasp and handle objects
• Needs ability to communicate effectively through reading, writing, and speaking in person or telephone
• Requires work during museum fundraising events and events like Annual Membership Meeting
• May require off-site travel

Job Type: Part-time

Pay: $16.00 - $22.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Physical Setting:

• Office

Schedule:

• Day shift
• Monday to Friday

COVID-19 considerations:
The Museum follows all current COVID-19 requirements by the State of Oregon.

Ability to commute/relocate:

• Coos Bay, OR 97420: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Bookkeeping: 2 years (Required)

Work Location: One location