Office Manager

Role and Responsibilities:

Finance

· Serve as Zoo liaison for external accountants for annual financial audit

· Initiate and oversee bidding process for outside vendors

· Track all monthly financials

· Compile and deliver monthly financial reports for Board and Executive Director

Accounts Receivable

· Deposits – Code and prepare daily deposits from mail, ticket booth and gift shop

· Record deposits in QuickBooks

· Invoices – Create and process customer invoices, following up to ensure timely payment

· Track and record income from grants, special events and general contributions

Accounts Payable

· Bills – Code, process and receive authorization to pay from executive director; record in Quickbooks

· Checks – Make payments to vendors, under supervision and direction of ED

· Track and record expenses related to grants, special events and restricted donations

Purchasing & Merchandising

· Manage all inventory for financial tracking within Quickbooks

· Maintain the effective operation of all office rental equipment

· Order office supplies as needed

Accounting

· Reconcile bank statements

· File and pay sales tax monthly

· Manage 401K billing and accounts

· Batch and run all credit card transactions

· Track and manage all employee PTO

· Track, manage and run bi-weekly payroll

· Track, manage and update budget each month for all cost codes

· Maintain files and records related to all financial information

· File annual report with Commonwealth of Massachusetts

Education

· Ensure the receipt of completed Education contracts

· Ensure all bookings are paid in a timely manner, processing credit cards and check payments

Other

· Pick up mail from park office and P.O. Box

· Serve as liaison with outside IT consultant on office equipment and IT needs

· Manage annual insurance renewals, including liability, auto, workers’ compensation, and D & O

· Any other duties, as required

ADDITIONAL RESPONSIBILITIES:

· Assist Executive Director with special projects

· Oversee paperwork for all new hires

· Send out HR-related messages and advisories to staff as needed

· Be a back-up for ticket booth and gift shop customer service as needed

QUALIFICATIONS:

· One to three years office manager/bookkeeping experience required

· Associate’s degree preferred

· Excellent written and verbal communication skills

· Exceptional customer service

· Familiarity with QuickBooks and other basic computer programs

· Attention to detail

· Willingness to be flexible and adapt to new situations

· Ability to multi-task

· Personable and outgoing

· Ability to function well as part of a team

Pay: $17.00 - $20.00 per hour

Work Location: In person