ACCOUNTING AND ADMINISTRATIVE SPECIALIST
Reports to: Director of Finance and Administration
Wage: $19-$20/ hour DOE
Type: Full-time (40 hours per week) / non-exempt
Pittock Mansion is a house of beauty and historical significance. Operated as a historic house museum, the home provides a revealing glimpse of Portland’s past. Having grown to well over 100,000 annual visitors in recent years, Pittock Mansion is one of the top destinations in Portland.
We are seeking an Accounting & Administrative Specialist to join our team. The Accounting and Administrative Specialist monitors and processes day to day financial transactions, provides general office support, and provides administrative assistance to the Executive Director.
Essential Duties and Responsibilities include:
Accurately and promptly record all invoices and receipts to ensure timely processing and payment of all accounts payable including company credit card and petty cash reimbursements
Process, record, reconcile, and audit all income, including daily receipts from admissions and museum store
Prepare and make bank deposits as scheduled
Monitor credit card charges, payment discrepancies, refunds, returns and miscellaneous charges
Process bi-weekly payroll
In coordination with management, gather, reconcile and process all necessary reports and reconciliations for month-end, quarter-end and year-end reconciliation and reporting
Assist with creation of annual budget, and work with management to track budget-to-actual performance
Work with management to gather essential documentation and records for annual filing of Form 990 and 1099’s
Update financial and accounting policies in coordination with management and the Finance Committee
Accounting research, including new accounting rules for non-profits
Maintain historical records in keeping with the organization’s Document Retention Policy
Maintain general office equipment, including troubleshooting and service requests
Basic IT troubleshooting and support, including submitting support tickets to IT consultant when needed
Maintain office supplies, including ordering and re-stocking
Appointment/Meeting Scheduling, including staff meetings
Meeting scheduling, preparation, support and set-up
Administrative support tasks including correspondence, filing, reports, presentations and research
Administrative support for the Board including correspondence, compiling and distributing meeting materials, working with Board Secretary to prepare meeting minutes (including attending meetings to take notes). Requires some evening hours (approximately seven days per year).
In addition to the above duties, special projects and related accounting and administrative support duties as deemed appropriate by direct supervisor or Executive Director.
Qualifications and Educational Requirements:
2 years accounting related coursework and 2-4 years related bookkeeping experience in an office setting. An equivalent combination of experience, training and education will be considered.
Exceptional time management and organizational skills, with a high level of attention to detail and ability to effectively multi-task
Highly proficient in Microsoft Office, particularly Excel and PowerPoint
Experience with accounting software, QuickBooks experience strongly preferred
Experience with bank reconciliation and tracking credit card transactions
Payroll processing experience preferred
Non-profit bookkeeping experience preferred
Basic IT and Office Equipment knowledge and troubleshooting skills
High level of professionalism, responsibility, flexibility and confidentiality
Excellent communication skills, both verbal and written
Ability to lift 30 lbs.
Pittock Mansion Society offers an excellent benefit package including medical and dental insurance, PTO, retirement plan with company match up to 3%, and an Employee Assistance Program
Please submit your cover letter and resume to firstname.lastname@example.org. Please include “Accounting & Administrative Specialist” in the subject line. No phone calls, please.
Qualified candidate must complete background check prior to offer of employment.