Job description

JOB DESCRIPTION

PART-TIME OFFICE ADMINISTRATOR

THE ORGANIZATION

The Jersey Shore Arts Center is a not-for-profit cultural organization serving the NJ Shore area residents and visitors year-round. It is based in an 1896 historic school building in Ocean Grove, NJ that formerly served as Neptune High School. Currently it is operated by the Ocean Grove Historic Preservation Society and governed by a ten-member Board of Directors. JSAC’s mission is to restore the building for use as affordable work/studio space for professional visual and performing artists, educators, and community groups, and to present enriching cultural programs and instruction for the broader Jersey Shore community.

The Arts Center houses 20 artists’ studios, two theaters, exhibition galleries, rehearsal spaces, a café and offices. Public events are held in the building and outdoors on the grounds. We offer instruction in performing arts, choreography, dance, yoga, vocal performance, and playwriting; painting, drawing, printmaking and other media and crafts; and present art exhibits, film screenings, concerts, plays and musicals.

POSITION SUMMARY

The Office Administrator is a part-time position requiring 20-28 hours a week on-site. He/She will manage a wide range of diverse office tasks, including accounts payable and receivable, payroll processing, and office management, assisting with events and helping to develop procedures to ensure organizational efficiency.

RESPONSIBILITIES

Financial (20%)

• Accounts Payable – Review invoices for accuracy and completeness as required by operating policies and accounting practices. Enter into Quickbooks and process payments.
• Handle weekly bank deposits and monthly bank reconciliation
• Prepare financial statements, balance sheet, income statement and other financial documents for the

Executive Director and Board. Assist Executive Director, Treasurer and Accountant with tax filings.

• Ensure accuracy of accounting records
• Reconcile the cash drawer, checks and credit card payments

Operations (20%)

• Maintain and replenish office supplies
• Ensure that office equipment is maintained
• Recommend procedures for files retention; ensure security of records
• Collect and deliver mail from the post office
• Respond to public inquiries via email, phone and mail

• Schedule meetings and perform other administrative tasks as needed

Events (40%)

• Coordinate staff coverage for events
• Coordinate and schedule events
• Input data into donor database

Personnel (10%)

• Assist in onboarding new employees
• Work with payroll vendor to process bi-weekly payroll.
• Ensure personnel files are up to date and secure

Fundraising (10%)

• Assist in donor data collection and management

QUALIFICATIONS & SKILLS

B.A. degree or equivalent

Three years relevant experience

Proficiency in Quickbooks and Microsoft Office Suite, especially Excel

Knowledge of and/or interest in the visual or performing arts preferable

Good verbal, written, communication, and organizational skills

SALARY

$20-$23 Hr.

JOB TYPE

Part-time, permanent

Flexible schedule

COVID-19 CONSIDERATIONS

Employees are required to be vaccinated. Masks optional for event attendees.

Job Type: Part-time

Pay: $20.00 - $23.00 per hour

Benefits:

• Flexible schedule

Ability to commute/relocate:

• Ocean Grove, NJ 07756: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Quickbooks: 2 years (Required)
• Administrative experience: 1 year (Preferred)

Work Location: In person

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