Job description

The Carlisle Regional Performing Art Center is currently seeking a highly organized and detail-oriented part-time Office Manager to join our team. The PT Office Manager will be responsible for managing our day-to-day administrative tasks and ensuring smooth operations within the office.

Summary/Objective:

The Part-Time Office Manager is responsible for overall theater office administration, including finance related duties and oversight of facilities. Also responsible for coordinating onsite theater rentals and events and box office.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General Office Duties

Assist with management of day-to-day operations to include:

• Patrons, rental users and performers
• Vendors and contractors
• Interns and Volunteers

Assists with managing the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.

Helps oversee the maintenance and purchase of office and theater equipment, as well as housekeeping of office and theater facilities.

Supports on-site coordination for various theater events as assigned.

Assists with administering the ticketing system.

Prepares, processes, reviews and monitors various documents such as Theater contracts.

Partners with leadership to seek new contacts and leads for rental business, presents proposals and quotes for theater services.

Supports with promotion of Theatre events and services within local community

File, organize and maintain office recordkeeping systems.

Offers administrative support to the Board

Supports the meeting of yearly business development objectives.

Financial Duties:

Reporting

• Complete Daily, Weekly, and periodic reporting and reconciliation to financial and point of sales (PoS) systems. QuickBooks experience preferred.
• Complete Order to Cash processing;
• Complete daily reconciliation of donations
• Enter transactions into QuickBooks by program and classification.
• File quarterly, sales tax collected with state.

Payroll

• Enter payroll into QuickBooks.
• Review and Report on payroll journal and time sheets.
• Confirm quarterly reports are received, file in binder.

Physical Assets

• Review and report on deposits.
• Reconcile Bank Statements and Cash on hand.
• Periodically reconcile concession inventory.

End of Year

• Renew sales tax exempt application every 5 years and submit it to state.
• Answer US dept of commerce census when required.
• Review W2s and mail out at end of calendar year
• Verify 1099 information is correct and create, print and file 1099 and 1096 with vendors, IRS, and PA.
• Create new folders for monthly deposits and vendors.
• Create new binders for payroll, bank reconciliations and credit card statements (if needed).
• Clean books for audit (deferred, prepaids).
• Assist in Audit/990 process.
• Other duties as assigned by the Board of Directors.

Competencies

Initiative

Problem Solving / Analysis

Time Management

Communication Proficiency

Organization Skills

Customer/Client Focus

Technical Capacity

Flexibility

Reliable and Resilient

Able to handle pressure and deadlines

Capable of working as part of a team

Leading through influence.

Attention to detail

Supervisory Responsibility
This position will help to supervise event staff during theater events.

Work Environment
This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position also operates theater and/or concessions equipment.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate verbally and in writing. The employee frequently is required to stand; walk; and use hands.

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work
This is a part-time position, and hours of work and days will vary. Average number of hours anticipated would be approximately 24 - 32 per week. The position requires varied work hours to include evening and weekend coverage for events.

Travel
A minimal amount of local travel would be expected for this position.

Required Education and Experience

High School Diploma or equivalent

3 – 5 years of previous experience in office environment.

1 – 3 years of customer service experience.

Intermediate computer skills including knowledge of email systems and MS Office Programs.

Previous experience with financial software and specifically QuickBooks preferred.

Previous theatre management experience preferred

Job Type: Part-time

Work Location: In person

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