Preservation Texas is hiring a professional office manager who has an interest in historic
preservation. This is NOT an entry-level preservation position. All applicants
must have experience as with QuickBooks and as an office manager.
The Office Manager is responsible for assisting with the essential administrative
functions of Preservation Texas, including bookkeeping, office organization, reception
and communications, and some event logistics.
The Office Manager must exhibit a high degree of professionalism and efficiency with the ability to manage multiple tasks and deadlines. The Office Manager must be comfortable interacting with staff, board members, donors, members, organizational partners and the general public. A strong background in Office Management is required. The Office Manager must have a strong attention to detail.
Areas of responsibility include:
- Bookkeeping, with proficiency in QuickBooks. The Office Manager will record and process bill payments, generate and track invoices, prepare regular financial reports for board and staff, coordinate document gathering for the annual audit, and maintain financial files.
- Reception and communications, with strong verbal skills. The Office Manager will handle incoming and outgoing mail and be the point of first contact for telephone and e-mail inquiries and responses. The Office Manager will assist with member communications by mail and e-mail, managing the member database, and assist with website communications.
- Meeting and event logistics, with an ability to understand and interpret contracts with vendors and venues. The Office Manager will also assist in setting up board and committee meetings and phone conferences and managing related communications.
- Office administration. The Office Manager will establish and maintain a comprehensive filing system for the organizations administrative and financial records as well as its historic preservation and property files. The Office Manager will ensure that needed office technology is up-to-date and operational, coordinating with technicians as needed. The Office Manager will also track and maintain office supplies.
- Other duties as assigned, including assistance as needed with grants and special projects.
The Office Manager will gain exciting access to a statewide nonprofit organization, in addition to potential opportunities for attendance at special events when available.
THE SUCCESSFUL CANDIDATE WILL:
- Demonstrate strong written and oral communication skills.
- Be flexible and positive while handling multiple tasks in a fast-paced environment.
- Be open to working occasional evenings/weekends.
- Have a sense of entrepreneurship and a be a self-starter.
- Be a diplomatic and skilled customer-service-oriented communicator.
- Have an appreciation and understanding of community involvement.
- Be personable, persevering and patient with a sense of humor.
- Have knowledge of financial and budget management.
- Have strong demonstrated experience in office management roles.
- Pass a background check.
Must be able to climb stairs safely, sit at a desk/computer/etc for much of the day, and able to lift 20 pounds or more.
EDUCATION and/or EXPERIENCE:
This position requires someone who is
- Bachelors degree from an accredited college or university
- Demonstrated proficiency with QuickBooks
- Demonstrated proficiency with computer systems including but not limited to Windows, Microsoft Outlook, Excel, Powerpoint, Word and Access or similar database programs
- Demonstrated accuracy and detail orientation
- Ability to work under pressure and meet required deadlines
- Time management skills and the ability to prioritize competing duties and tasks
- Ability to communicate clearly and professionally in both verbal and written form
- Ability to work independently, yet collaboratively, i