Office Manager/Executive Assistant

Position Type: Full-Time, Monday - Friday 8 AM to 4 PM

Job Purpose: Maintains office operations by serving customers; controlling correspondence; managing program data (Registrar & Box Office); Bookkeeping; contract managment; payables and receivables; administrative support; other tasks as requested

Job Description:
Customer Service and Communication:
- Designed and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
- Completes requests by greeting customers, in person or on the telephone; answering or referring inquiries
- Organizes work by reading and routing correspondence; collecting information; initiating telecommunications

Program Data:
- Produces information/reports by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
- Provides historical reference by utilizing filing and retrieval systems
- Maintains office services by organizing office operations and procedures - Maintains/Create forms to collect customer/donor information and payments

Bookkeeping:
- Operates QuickBooks
- Maintains records of financial transactions by verifying, allocating, and posting transactions
- Prepares financial reports by collecting, analyzing, and summarizing account information and trends - Maintains historical records by filing documents
- Balances accounts by reconciling entries
- Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
- Defines bookkeeping policies and procedures

Contract Management:
- Maintains payroll information by collecting, calculating, and entering data
- Pays employees by receiving and verifying contracts; prepares checks
- Maintains employee confidence and protects payroll operations by keeping information confidential

Payables and Receivables:
- Prepares work to be accomplished by gathering and sorting documents and related information
- Posts customer payments by records cash, checks, and credit card transactions
- Collectes revenue by reminding delinquent accounts; notifying customers of insufficient payments
- Updates receivables by totaling unpaid invoices
- Pays invoices by verifying transaction information; scheduling and preparing disbursements; obtaining authorization of payment
- Reconciles processed work by verifying entries and comparing system reports to balances
- Keeps management infomed by reviewing and analyzing special reports; summarizing information
- Maintains financial security by following internal accounting controls

Administration:
- Reports to the Executive Director
- Assists Executive Director on correspondence, grant writing and reports
- Supervises Development Coordinator and Box Office Manager
- Assists Board Members on special events, fundraisers and other projects

Skills and Qualifications: Administrative Writing, Advanced Word Processing Reporting, Confidentiality, Organization, Documentation, Attention to Detail, Informing Others, Tracking Budget Expenses, Managing Processes, Developing Standards, Promoting Process Improvement, Analyzing Information, Data Entry, Vendor Replationships, Team Player, Advances Proficiency With Microsoft Word and Microsoft Excel

Program Experience: Microsoft Excel, Microsoft Word, Quickbooks, GiftWorks, Constant Contact

If you are qualified and interested in the position, please forward a copy of your cover letter and resume to: Office@hartfordchildrenstheatre.org

Please no phone calls. Thank you!