Westmoreland County Historical Society

 

The Westmoreland County Historical Society is accepting applications for an Administrative Assistant. Please review the job description below and call Lisa at 724-532-1935 if you are interested. The position pays $11/hour and includes holidays and paid days off after 6 months. Flexible schedule - 32 hours a week.

POSITION: ADMINISTRATIVE ASSISTANT/BOOKKEEPER

Purpose: Under the direction of the Executive Director, the Administrative Assistant is responsible for maintaining monetary donation records; providing clerical support to the executive director and other staff members as needed; and bookkeeping functions, including accurately recording the Society’s financial transactions (not payroll) in QuickBooks for Nonprofits.

PRINCIPAL FUNCTIONS:

Prepare acknowledgements of all monetary and in-kind donations.

Keep track of matching donations.

Maintain lists of donations for the Newsletter.

Maintain accurate Campaign records.

Prepare pledge reminders.

Prepare acknowledgements of donations.

Prepare Campaign mailings.

Prepare monthly Campaign financial reports.

Maintain Chairman’s Council records and send out renewals.

Process online orders.

Accept reservations and payments for special events (except Antiques &

Collectibles), maintain accurate records of such, and prepare a financial report for each one.

Accept reservations and payments for programs.

Assist with correspondence related to special events.

Maintain mailing list for “Other Invites” (non-members).

Maintain inventory of office supplies.

Accept daily receipts from the Museum Shop.

Record all receipts in QuickBooks.

Record accounts payable in QuickBooks after approval by executive director.

Prepare bank deposits and deliver to executive director.

Prepare checks for signatures.

Prepare annual 1099s

Prepare and file sales tax forms on a timely basis.

General clerical duties as assigned by the Executive Director.

QUALIFICATIONS:

Proficient in Excel and Word. Experience with QuickBooks a plus, but must be willing to learn to use QuickBooks.

Strong organizational skills.

Demonstrated ability to work well with others.

 

Last Updated: 2019