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OFFICE MANAGER

Organization: KENTUCK ART CENTER
Location: Alabama-Tuscaloosa
Mission(s): Arts, History and Culture
Job Type: Full Time
Posted On: Nov 27, 2019

MINIMUM REQUIREMENTS
Education: Bachelor's Degree
Career Level: Entry Level (Less Than 2 Yrs Experience)
Nonprofit Experience: Desired / Not Required

JOB DESCRIPTION

TOUCH LIVES THROUGH A JOB IN THE ARTS! READY FOR A JOB THAT MAKES A DIFFERENCE? 

The Kentuck Art Center & Festival is seeking an enthusiastic, intelligent, and adaptable individual to add to its 49-year history of perpetuating the arts through its nationally-acclaimed Festival, monthly art exhibitions, and vibrant campus with resident artists and community clay studio. The Office Manager must be a creative problem-solver, possess exceptional interpersonal skills, and have the bookkeeping experience to manage a budget for a non-profit organization which makes more than a $5 million economic impact on its community.

Perks: full-time salary, health and dental benefits, paid time off, unique office culture, creative environment, impact on the community through year-round events, impact on arts nationwide through the Kentuck Festival of the Arts

Click Here for a full job description. For additional information about Kentuck, visit kentuck.org. The Kentuck Museum Association is an equal opportunity employer.

Apply now at kentuck.org/employment

 

Office Manager

Status: Salary

 

Position Summary

With limited supervision, the Office Manager will perform multiple duties related to the management and accounting functions of Kentuck, within established deadlines. Reports to the ED and the Director of Operations.

Major Responsibilities

 

Bookkeeping

  • Prepare, record, and process accounts payable
  • Manage the annual filing required for the United Appeal Fund. Create sales tax exemption certificates and keep updated file of certificate
  • Prepare, record, and process accounts receivable, and credit and cash receipts for studio artists’ rent and utilities, Red Dog Potter memberships, Kentuck membership payments, and Festival sponsorships, concessions, and artists, and all other accounts receivable
  • Process Gallery Shop consignment payments monthly
  • Record in-kind agreements in Quickbooks and keep an updated list of in-kind balances
  • Prepare weekly deposit
  • Create and record invoices for sales of publications, materials, classes, rental spaces, etcetera
  • Enter and deposit all receipts in QuickBooks
  • Prepare, process, and record payroll in QuickBooks biweekly. Make monthly payroll 941 deposit. Prepare quarterly payroll tax returns: 941, A-1, SUI
  • Maintain schedule of employee vacation and sick time accrued and used
  • Pay employee elective and health insurance
  • Maintain benefits liability (403(b)) and process payment
  • Maintain chart of accounts, and QuickBooks lists of items, vendors, customers
  • Maintain fixed asset list and record depreciation (annually)
  • Maintain required records, reports, and files in an organized manner
  • Prepare, distribute, and process 1099's at end of calendar year
  • Prepare, distribute, and process W-2s at end of calendar year as well as A-3 and W-3 forms filed with state and federal government.
  • Process end of fiscal year adjustments and corrections
  • Assist with preparation of audit and tax returns
  • Prepare monthly financial reports for Kentuck’s board of directors
  • Prepare monthly reports by class for staff management

General administration/housekeeping

  • Answer the phone, take messages, respond to random requests for information, referrals, actions
  • Collect and process mail
  • Manage kentuck@kentuck.org email correspondence
  • Assist with taking out garbage
  • Assist with keeping the kitchen area clean
  • Assist with washing dishes, linens, etc.
  • Keep office and cleaning supplies ordered and stocked
  • Represent Kentuck with various community organizations, as needed

 

Programming

  • Shopping for art night
  • Act as registrar for workshops
  • Manage leases for studio artists
  • Assist in the supervision of interns

 

Event Management

  • Assist in keeping the conference room in order and in preparations for upcoming meetings
  • Manage vendors for in-house or off-site activities, like parties, celebrations, conferences
  • Help with set up and take down of events, including art night

 

Office Management

  • Maintain office and campus conditions and arrange necessary repairs
  • Schedule meetings and appointments within the office
  • Take minutes at weekly staff meetings, the Festival Steering Committee meetings, and other meetings as necessary
  • Schedule and provide the agenda for weekly staff meetings
  • Assist in establishing annual budgets for G&A
  • Manage office G&A budget, ensure accurate and timely reporting
  • Provide general support to visitors
  • Partner with management to update and maintain office policies and procedures as necessary
  • Manage contract and price negotiations with office vendors, service providers, leases
  • Assist in the onboarding of new hires, volunteers, interns, and board members
  • Liaise with facility management vendors, including cleaning, catering, repair, security

 

Festival

  • Process Will-Call Tickets for the Festival
  • Print and manage Festival pre-sale tickets
  • Assist Executive Director in processing and tracking Corporate Sponsorships
  • Manage Concession applications and payment
  • Oversee festival gate sales, equipment rentals, and all money exchanges

 

This position is also required to perform all other duties as assigned.

 

GOALS

  • Job performance measured on timely and accurate performance of duties

 

REQUIREMENTS

  • High school diploma. BA/BS degree or equivalent work experience preferred
  • Must drive and have a vehicle
  • The position involves moving, reaching, grabbing and standing for at least two consecutive hours.  May occasionally involve stooping, kneeling, crouching, and climbing ladders.  Repetitive motion for more than 75% of the time. Must be able to correctly discern colors, objects at a near or far distance, perceive depth, and adjust focus. Involves lifting at least 30 lbs. Needs to be able to sit for extended periods of time
  • Ability to communicate on the telephone with proper etiquette
  • Ability to read, write, and effectively communicate with public, peers, management. This position involves constant communication with staff members and the public in person, on the phone, and via email. Must be able to discern and exchange information accurately.
  • Ability to multi-task, while being attentive to the public and remaining flexible to the needs of the business
  • Ability to work as part of a team AND take initiative independent of direct supervision
  • Enthusiastic, friendly, and energetic with a genuine desire to provide outstanding work and a positive attitude
  • Ability to perform under pressure and address complaints in a timely manner
  • Availability to work flexible shifts
  • A professional appearance
  • Passion for and strong understanding of the nonprofit arts industry and Kentuck’s mission.
  • All Kentuck staff are subject to random drug screenings

EXPERIENCE

SKILLS

  • Ability to work and thrive in a fast-paced, rapidly changing work environment
  • Ability to manage multiple projects at the same time
  • Strong working knowledge of office management best practices
  • Knowledge of bookkeeping best practices
  • Outstanding communication and interpersonal abilities
  • Excellent organizing skills
  • Analytical mind
  • Sense of curiosity and a drive for knowledge
  • Worked or volunteered with a nonprofit
  • Attendance at Kentuck’s Festival of the Arts or monthly Art Nights

 

SOFTWARE PROFICIENCY

  • Quickbooks
  • Microsoft Office Suite
  • Square

For More Information, Visit: www.kentuck.org/employment


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