Administrative Assistant

Job Summary
The Administrative Assistant (“Assistant”) will provide clerical assistance to the Business Manager, Executive Director, and Deputy Director, and assist in the Museum store one day a week.

The specific scope, goals, objectives, and evaluation criteria in relation to the duties and responsibilities of the position during any period will be identified in a work plan to be developed jointly by the Assistant and applicable Museum managers. It is expected that this work plan will be periodically reviewed and updated.

1. In relation to assisting the Executive Director and Business Manager, this position is responsible for the following duties:

· Answer phones, take messages, and direct to appropriate employee.

· Answer door for deliveries, mail, etc.

· Distribute mail and mail out any letters and packages daily.

· Draft and distribute thank you notes and other correspondence.

· Data entry into Museum’s CRM, NeonOne, Excel spreadsheets, etc.

· Journal entries and payments into Quickbooks.

· Scanning of documents.

· Order office supplies and research new deals and suppliers.

2. In relation to assisting in the Museum store, this position will work in the store one day a week and is responsible for the following duties:

· Welcome visitors to the museum.

· Process admissions and store sales through the POS.

· Balance cash drawer - open and close.

· Light cleaning to maintain a neat store appearance (dust and clean counters).

· Stock and straighten merchandise as needed.

3. Perform other duties that are consistent with the position. As part of this duty and responsibility, it is important to recognize that the Museum’s management team is a small group and it will be necessary, from time to time, to provide support and assistance to other members of the team during the performance of their duties and responsibilities.

POSITION CHARACTERISTICS:

This is a full-time non-exempt position that may require some weekend and evening hours as directed by Museum management or as necessary to perform the duties and responsibilities of the position. This position is full-time non-exempt in office, not remote. The position also requires some standing, walking, and light lifting (15 lbs).

POSITION QUALIFICATIONS:

1. A high school diploma; additional qualification as an administrative assistant a plus.

2. Possess, or obtain in a timely manner, a working knowledge of the technologies that the Museum provides to support the duties and responsibilities of this position.

3. Proficiency in MS Office (Word and Excel in particular) and QuickBooks.

4. Excellent time management skills and the ability to prioritize work.

5. Strong organizational skills with the ability to multi-task.

6. Courteous, attention to detail.

REQUIREMENTS TO BE HIRED AND TO MAINTAIN THE POSITION:

Obtain and maintain the appropriate background check clearances as defined in the Museum’s policy for Volunteer and Employee Background Checks.

Job Type: Full-time

Pay: From $16.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person