Careers

The Bookkeeper & Administrative Assistant monitors and processes day-to-day financial transactions, provides general administrative support for the organization, and aids the Director of Finance & Administration with various tasks.

Essential duties and responsibilities include but are not limited to:

Accounting:

• 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 twice a week.
• Monitor credit card charges, payment discrepancies, refunds, returns, and miscellaneous charges.
• In coordination with the Director of Finance & Administration, gather, reconcile, and process all necessary reports and reconciliations for month-end, quarter-end, and year-end reconciliation and reporting.
• Assist the Director of Finance & Administration and the CEO with the creation of an annual budget, and work with management to track budget-to-actual performance.
• Work with management to gather essential documentation and records for the annual filing of Form 990 and 1099’s.
• Update financial and accounting policies in coordination with the Director of Finance & Administration and the Finance Committee
• Maintain historical records in keeping with the organization’s Document Retention Policy
• Assist with annual audit and end-of-the-year museum store inventory as needed.

Administrative:

• Maintain general office equipment, including troubleshooting and service requests.
• Basic IT troubleshooting and support, including submitting support tickets to IT consultant when needed.
• Maintain and update vendor lists.
• Collaborate with other staff to purchase and set up refreshments before all staff and board meetings if required.
• Maintain office, building, and PPE supplies, including ordering and re-stocking.
• Appointment/Meeting Scheduling, including staff meetings.
• Administrative support for the Board/CEO including sending out board and finance committee meeting invites, compiling, and distributing board meeting materials from various committee liaisons, and keeping track of board and committee volunteer hours for various reports.  Some assistance with the board meeting set up, if onsite, might be needed.
• Attend monthly All Staff meetings and other required training.

• In addition to the above duties, special projects and related accounting and administrative support duties as deemed appropriate by the direct supervisor or CEO.
• Adapt to changing responsibilities or procedures as deemed appropriate by the Chief Executive Officer to evolve the Finance/HR/Administration department as the organization grows.

Skills Required:

• 2 years of accounting-related coursework and/or 2-4 years of 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 the 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
• 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

Physical Activities / Environmental Conditions

• Light to medium work that includes moving objects up to 30 pounds.
• Workstations may not be in a climate-controlled environment.

In addition to the above duties, special projects, and related accounting and administrative support duties as deemed appropriate by the Director of Finance & Administration or the CEO.

This position is in-person on the Pittock Mansion Society campus.

Please submit your cover letter and resume to jobs@pittockmansion.org. Please include “Bookkeeping & Administrative Assistant” in the subject line. No phone calls, please.

Qualified candidates must complete background checks prior to hiring.