Work Hours: 25 hours per week, flexible - during regular business hours

Position Summary:

The Administrative Assistant/ Bookkeeper performs a variety of bookkeeping andadministrative duties to support the financial health and growth of the Carving Studio and Sculpture Center. This is a part time position with both bookkeeping and administrative responsibilities including: Coordinate monthly financial functions, maintain accounts payable and receivable, review and report on income and expenses and generate reports for the Carving Studio and Sculpture Center and fiscal partners. This person also provides administrative support for executive director and organization.

Maintain financial recordkeeping for the organization

● Enter and maintain records in Quickbooks

● Reconcile donation records with donation tracking software Little Green Light (LGL)

● Ensure proper paper/digital documentation of all expenses.

● Provide documentation and account assignments for all monthly expenditures. Review bills with the Executive Director.

● Document transaction details and enter financial transactions. Notify the Executive Director of accounting discrepancies.

● Maintain financial recordkeeping systems, both physical and electronic.

● Maintain grants financial records and reporting deadlines 

Support regular financial functions for the organization

● Record bank deposits

● Review, verify, and obtain approval for invoicing

● Purchasing and vendor payments

● Invoicing for accounts receivable

● Prepare weekly payroll and ensure proper filing and payment of all payroll related taxes

● Reconciliation of monthly bank statements

● Review financials for accuracy and budget alignment. Provide input to the Executive Director and Accountant regarding monthly financials.

● Track maturity dates for certificates of deposit

● Respond to financial and grant inquiries and prepare correspondence on behalf of the Executive Director.

Administrative Responsibilities

● Manage personnel files and report

● Support ED in employee benefits enrollment and compliance

● Produce donor acknowledgement letters and reports as needed

● Answer phone calls, greet visitors and cover the reception desk as needed.

● Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies and verifying receipt of supplies.

● Update and maintain office policies and procedures. 

Compensation: The compensation is $24/hour with vacation/holidays benefits.

To apply: Please submit an updated resume and a cover letter via email to Carol Driscoll, Executive Director: cdriscoll@carvingstudio.org 
 

The Carving Studio and Sculpture Center is an equal opportunity employer and committed to creating a diverse, equitable and inclusive organization.