Job Title: Office Manager
Location of Position: AARCH offices, Keeseville
Open Until: July 5, 2019
Apply to: Steven Engelhart, Executive Director
1745 Main St.
Keeseville, NY 12944
Description and Qualifications
AARCH seeks a highly dedicated professional with a demonstrated administrative and office management experience to join our four-person team. The Office Manager is responsible for a variety of management duties including membership, finances, programming, personnel, communications, and project work, all of which are critical to AARCH’s effectiveness as a nonprofit organization.
The AARCH office building is a beautifully restored historic stone building on the Ausable River in Keeseville and includes offices, a gallery space, meeting room, and resource center.
The ideal Administrative Assistant/Office Manager is:
- An individual with an understanding of and appreciation for the important role that nonprofit organizations like AARCH play in the success and vitality of community life in the Adirondacks.
- A highly creative person with excellent database, financial record keeping, and communications skills.
- An individual with strong organizational skills, the ability to juggle multiple ongoing responsibilities, and who has great attention to detail.
- A highly collaborative and cooperative individual who is able to work as an integral member of a four-person team to achieve organizational goals.
- An individual with a bachelor’s degree and five years administrative experience.
- A person with interest in regional history, architecture, and culture is also desirable.
Applicants with some other dynamic combination of education, training, experience, and personal qualities will also be considered on an individual basis.
The responsibilities of the AARCH Office Manager include:
General Administrative responsibilities include:
- Managing office services to ensure office operations and procedures are organized and implemented.
- Maintaining an administrative filing system.
- Monitoring and maintaining office equipment and office supplies including computers, copiers, fax, telephones, all forms, brochures, cleaning supplies, paper supplies and stationery.
- Overseeing telephone, mail and e-mail communications.
- Processing orders for books and other merchandise.
- Overseeing bulk mailings to members.
- Helping prepare documents for Board meetings and other meetings as requested.
- Being the first point of contact with clients in office.
- Assisting board president, board, and other staff with miscellaneous projects as requested.
Financial Management responsibilities include:
- Assisting the executive director in overseeing the financial operations of the organization.
- Maintaining the regular organizational bookkeeping (in QuickBooks).
- Coordinating and working with organization’s accountants and auditors to ensure all financial reports, including the annual audit, are prepared and submitted by the dates required.
- Making bank deposits and performing monthly bank and credit card reconciliations.
- Keeping track of and reviews credit card expenses, check signing, invoicing, and insurance audits.
- Tracking and paying bills for the organization in a timely manner.
Membership & Development responsibilities include:
- Managing membership and donor databases (in Microsoft Access); monitoring for accuracy and duplications.
- Receiving and processing membership contributions, including gift entry and acknowledgement letters.
- Working with the executive director to update member correspondence, including renewal letters and acknowledgment of gift letters, including those automated from the website.
- Managing the quarterly membership renewal campaigns.
- Serving as staff liaison for Membership & Development Committee and providing research and reporting when requested.
- Assisting the M&D committee in designing and carrying out new membership/development initiatives.
The Office Manager may also assist with broader development efforts, including: researching foundation, donor, and membership opportunities; helping to develop membership and sponsorship campaigns; preparing and sending membership and sponsorship solicitations; overseeing Annual Appeal mailing; tracking & acknowledging gifts; maintaining a database of sponsors; processing acknowledgment letters; and seeking prizes for and organizing the annual raffle fundraiser
Human Resources responsibilities include:
- Managing payroll (in Quickbooks).
- Ensuring compliance with employment law, including appropriate maintenance of employee files.
- Preparing and distributing tax documents.
- Assisting with new staff orientation, including introduction to office procedures: assuring requisite paperwork is completed, including payroll enrollment.
- Responsibility for executing 403(b) plan enrollment and Form 5500 reporting requirements.
- Implementing, managing, and maintaining record keeping, confidential personnel files, and purchasing and inventory control systems.
- Assisting with recruitment of staff, applicant correspondence, interviews, and related paperwork.
Educational Program responsibilities include:
- Tracking and processing tour and event payments and refunds.
- Sending confirmation and other required correspondence to tour and event participants.
- Assisting with planning, marketing, and implementing of programs, tours, and fundraising events.
- Occasionally representing AARCH at a public event.
Technology Duties & Skills Required include:
- Management of the website and e-commerce with support of webmaster
- Support social media presence and initiatives
- Familiarity with all major social media platforms, Google Docs, WordPress, Constant Contact, Dropbox
- Proficiency with Microsoft products
- Knowledge of database design, especially within Microsoft Access.
- Proficiency with Quickbooks
Other desirable qualities include:
- Having strong organizational and leadership skills with demonstrated ability to manage and oversee multiple tasks and functions.
- The ability to work in an open reception setting with frequent interruptions.
The salary range for this position is $32,000 to $38,000, commensurate with education and experience. The benefits package includes health insurance, a 403(b) retirement plan, and generous vacation, holiday, and sick leave allowances. AARCH is an equal opportunity employer and welcomes candidates from diverse backgrounds.
About the Organization
AARCH’s regular activities include: sponsoring a series of summer and fall tours to historic places throughout the region; holding workshops and conferences; giving educational slide presentations; publishing a biannual Newsletter; and providing technical assistance to homeowners, municipalities, businesses and other organizations. AARCH seeks to find solutions for endangered historic and architectural resources and, for example, was largely responsible for getting the state to change its twenty- year policy of neglect toward Camp Santanoni, a National Historic Landmark, in the Town of Newcomb. Since then AARCH has overseen planning work, ongoing restoration, and a summer interpretive program there through the Friends of Camp Santanoni. AARCH has also sought to ensure a future for Adirondack fire towers by nominating them to the National Register of Historic Places and currently by sponsoring and supporting two fire tower preservation projects, the Friends of Poke-O-Moonshine and the Friends of Hurricane Mountain.
AARCH also has a small publishing program, which seeks to publish books and other materials related to the region’s architectural history and legacy. In 2000, AARCH published Santanoni: From Japanese Temple to Life at an Adirondack Great Camp by Rob Engel, Paul Malo and Howie Kirschenbaum. In 2006, AARCH published Adirondack Churches: A History of Design and Building by Sally E. Svenson. In 2017, AARCH published A Guide to Architecture in the Adirondacks by Richard Longstreth.
AARCH also maintains a growing resource center at its office in Keeseville. The collection includes books, other publications, clippings, correspondence and other printed material, photographs, and a collection of more than 5000 slides. The focus of the collection is materials that relate to the region’s architectural heritage, to the study of architectural history, in general, to historic preservation, and on resources on local and regional history. These materials are used by AARCH staff for research, for planning public educational events, for publications, and for providing information to members and others researchers.
AARCH’s 25 years of work and accomplishment was recognized in 2015 when the National Trust for Historic Preservation awarded AARCH the prestigious Trustee’s Award for Organizational Excellence.
AARCH is a 501 (c) 3 nonprofit corporation and a registered New York State charitable institution.