Bookkeeper/Office Manager Job Description Historic Homestake Opera House
https://www.homestakeoperahouse.org/
About the Homestake Opera House.
Mission
Historic Homestake Opera House Society will utilize and sustain the Homestake Opera House facilities for the enrichment of our citizens and community by providing art, culture, and educational opportunities for generations to come.
Vision:
Nurturing art, culture, and educational experiences in the presence of historical grandeur.
History
From its construction in 1914 in the town of Lead, in the beautiful Black Hills, until a catastrophic fire in 1984,
the Opera House was the center of community life and lifelong education in Lead, South Dakota. The Historic
Opera House Society is dedicated to its restoration, use, and preservation for future generations, in the belief
that it is the cornerstone for the preservation, renewal, and development of our community.
The society’s focus is on fundraising to acquire funds as necessary to complete the restoration of the theater
and recreation center building to bring back “The Jewel of the Black Hills” to its original 1914 glory. While these
efforts continue, the Society makes use of the facility to the extent possible to generate revenue and advance
its mission.
Position Summary:
is responsible for
developing intra-office communication protocols, streamlining administrative procedures, and inventory control. Supervised by and working directly
with the Executive Director, this position requires an energetic professional who doesn’t mind wearing multiple hats.
Essential Functions:
Bookkeeping
•Essential Duties and Responsibilities:
Reconcile General ledger accounts in QuickBooks
Perform basic accounting procedures such as:
Accounts receivable/Accounts payable
ACH Payroll processing and time keeping
General ledgers
Tax payments
Inventory Control
Tracking and reporting on Ticket, Concession and Gift Shop Sales
Managing petty cash and program/event budgets
Providing information for financial statements such as:
Monthly and quarterly financial reports
❖ ❖ ❖
- ❖ Provide financial and other report documents for meetings as requested. ❖
- ❖ Enter financial transactions into QuickBooks, maintain the general ledger, pay invoices,
reconcile credit card, and bank statements, and develop/maintain financial reporting for
donations, program events, loans and grants.
❖ Follow all legal and HHOH accounting protocols, including tracking restricted andunrestricted funds with multiple bank accounts.
- ❖ Manage payroll accounting and tax report filings.
- ❖ Generate documents for accounting audits and answer questions from auditor.
- ❖ Generate reports as requested. Work with Development Director to cross-check
donations and other income.
- ❖ Maintain HHOH hardcopy documents and filing system.
- ❖ Processesdocuments(copies,digital,paper)asrequested.
- ❖ Complies with all federal, state, and HHOH retention policies regarding document
storage and disposal.
Hospitality and Event Support
o Greet visitors to the office and act as receptionist
o Administrativeeventandmeetingsupportincludingplanning,food/supplypurchasing,setup,and
breakdown
o AssistinthepreparationofinformationpacketsforcommitteemeetingsandtheBoardofDirectors. o Assist in coordinating staff activities and company events
o Coordinate updates to Volunteer database, with Development Director, secure volunteer support for
events and communicate results to program/event lead.
o Take inventory at the beginning of each month of concession and gift shop items and recommend
order updates to ED
o Email Press Releases for HHOH events to group email addresses
o Post events to all available free community calendars at least two weeks prior to events, or in a
timely manner, based on receipt of info from staff.
o Prepare pre-event paperwork and cash drawer monies for volunteers. o Supervise volunteers at all paid events of HOH.
o Collect paperwork and monies after the event, reconciling both.
o Assist with major events as requested by ED.
Office Duties
o Proven office management, administrative or assistant experience o Knowledgeofclericalpracticesandprocedures
o Proficiency in Microsoft Office Suite including Excel required
o Reorder and stock office supplies.
Monthly forecast summarizing current and projected financial positio
Collecting data needed for annual financial audits
Communicating with vendors, clients, and staff to address financial discrepancies
Maintain ongoing communication with outside financial affiliates to ensure financial stability
Perform other accounting assistance and related duties as required.
o Ensure proper repair and maintenance of printer(s) and train others in their use. o Format and print letters, and other correspondence for staff as needed
o Create and maintain a digital calendar for the organization.
o Get Mail at Post Office and drop box at Main Street Entrance each morning.
o Check local papers for articles & advertisements and make copies and save electronically in pdf format.
Required Qualifications:
o 3-5 yrs. experience with QuickBooks software including building and generating reports.
o Knowledge of bookkeeping principles and understanding of the bigger picture
o Demonstrated professional reliability and integrity, dedication to quality detail work, and ability to
work with minimal supervision
o Proven organizational ability to organize records and adhere to schedules and budgets o Clear, concise, respectful, and open-minded communication with others
o Enthusiasm for supporting the organization and its mission
o A natural orientation towards being proactive, solutions-focused, and a team player
o Refined communications skills, both written and verbal; strong interpersonal skills
o Exceptionallydetailoriented
o Poise, friendly, confidence while interacting with stakeholders
o Comfort working with discretion and sensitive material
o Proficient in Microsoft Office and the ability to learn other programs and databases such as Little Green Light
o Ability to work effectively in a fast-paced team environment as well as on own
o Strong organization skills with the ability to be flexible and enjoy the administrative challenges of supporting an office of creative minded people
• Position Information:
o Hours:(9am-3pmor(10am–4pm)approximately30hoursperweek.Actualhoursmayvaryfrom
week to week, depending upon events or meetings occurring during evenings, weekend, and
holidays.
o Wages: Salary: hourly between $15-$18 per/hr w/OT (1.5) after 40 hrs.
o Ten (10) days of PTO available 30 days after start date. Five (5) additional days after 90 day
evaluation.
o Evaluation: 90-day performance evaluation after hire date and annual evaluation thereafter
o Maintain confidentiality and be discreet with information.
o Interest in learning new accounting methods to improve the HHOH team’s efficiency and understanding
How to Apply
Send resume, cover letter and a minimum of three (3) references to: patrick@homestakeoperahouse.org by Friday, October 2, 2020 at 5pm.
