Office Manager, Attleboro Arts Museum

Description:

The Attleboro Arts Museum’s Office Manager provides support to the Executive Director, Museum staff and interacts frequently with Museum artists, educators, visitors, vendors and trustees. Bachelor’s degree or equivalent required with 3 to 5 years working experience. Our new Office Manager should possess a finance background, enjoy a fast-paced workplace and gain inspiration from a Museum’s creative environment.

About the Organization: Housing one of the largest gallery spaces between Boston and Providence, the Attleboro Arts Museum offers local and regional communities a variety of art and cultural programs for all ages and backgrounds. The Museum continually refreshes its visual art exhibitions, and features the works of both promising and professional artists. It hosts many special events throughout the year, including its signature annual Art Auction in the fall, Flower Show in the spring, craft fair to support the work of local artisans, and quarterly Art Lovers Book Club that blends visual art and literature in our gallery setting. The Museum’s W. Charles Thompson Museum School offers art educational classes that are taught by award-winning artist and educators and serve children, teens and adults.

Qualifications:

Essential Functions:

Financial Management

  • Use Quickbooks, to record all daily and monthly transactions
  • Process all A/P and A/R
  • Process checks for timely bill payment
  • Make bank deposits
  • Reconcile bank statements for checking account, credit card and other accounts
  • Prepare for and participate in annual audit; prepare for year-end 1099, W-2
  • Cooperatively create and maintain annual budget
  • Process payroll
  • Disperse petty cash
  • GL maintenance and reconciliation
  • Generate reports for management as directed
  • Research and adjust financial queries

Office Management

  • Process and maintain contracts for art faculty and visiting artists
  • Track vacation, leave time and assorted HR issues
  • Maintain office records both current and historical
  • Coordinate and process all Museum mailings (email, USPS, other carriers)
  • Maintain Museum gift shop administration and Point of Sales System
  • Compose and follow-up on emails/letters/general communication
  • Process submissions for all art exhibitions; prepare, print and install gallery labels
  • Control Museum security procedures (keys, codes); cover occasional security alarm calls
  • Manage vendors and volunteers
  • Oversee building safety, security, structural compliance/permitting and art studio standards
  • Acquire all licenses for special events and openings in a timely fashion
  • Communicate with local businesses and Museum neighbors regarding parking, traffic, etc.
  • Assist with exhibition art handling and shipping as needed

 

Behaviors

  • Work independently, but also collaborate as needed
  • Maintain confidentiality as guided by manager and Museum trustees
  • See all projects through to completion and frequently communicate status
  • Roll-up your sleeves attitude; step up to take control; use your good judgment to move projects along
  • Flexibility is critical
  • Professional customer service friendly manner; treat co-workers and visitors respectfully
  • Daily punctuality
  • Maintain professional use of technology/social media in the workplace
  • Detail-oriented

 

Assorted Requirements

  • Exceptional communication and interpersonal skills required
  • Strong writing skills with the ability to develop clear and concise messages
  • Ability to prioritize and stay organized is critical
  • Affinity and respect for the visual arts required
  • Willingness and ability to lift at least 50lbs on a frequent basis
  • Capable of organizing spaces for frequent meetings, events, art classes and storage of artwork
  • Willingness to assist with preparation of hospitality for opening receptions and events
  • A valid driver’s license and access to a car at all times
  • Flexibility to run local errands to support Museum administration
  • Live within 15-20 miles of Attleboro, MA
  • Demonstrate a commitment to growing and sustaining the Museum’s financial health and solid future
  • Support other projects as needed

 

Technology

  • MUST be experienced on a Mac platform and have a strong command of Quickbooks, Filemaker, Microsoft Excel and Microsoft Word
  • A general comfort level with all forms of technology and a willingness to learn new forms of technology as required
  • Able to troubleshoot with co-workers to help solve tech issues

 

Standard Hours: Tuesday – Saturday, 9:30am – 5:30pm

  • Position includes occasional evening hours to cover Museum programs, special events and the completion of assorted projects (mailings, errands, other)

How To Apply:

Email a cover letter, resume and salary requirements by June 20th with the subject: Office Manager Position to mfawcett@attleboroartsmuseum.org

No phone calls please.

The Attleboro Arts Museum is an Equal Opportunity Employer and seeks diversity in its workforce.

Apply by:
June 20, 2015