Location: Stockbridge, MA

Job Summary:
This position will assist in supporting the day to day business and operations of Chesterwood. In addition to general administrative duties, this position will handle business administration support, such as bookeeping, tracking and processing receivables and deposits for the site, producing monthly reports and reconciliations using Chesterwood’s point of sale system, and will assist with Gift Shop reporting and inventory management. This position may require taking shifts as a Visitor Services Associate and helping to staff the Admissions Desk/Gift Shop when Chesterwood is open to the public from May to October.

This position will also assist in transactions related to Special Property Use (SPU) and Special Events, including handling related business transactions, scheduling site visits, acting as the client/vendor contact for events such as weddings, photo shoots, and supporting special events. This position will also include some leading of tours of the site for potential SPU clients and assisting with the promotion of SPUs through social media and creative partnerships. Some evening and weekend work shifts will be required. This position will report to the Executive Director.

Duties:
Administrative Support

• Replenish general office supplies and place special orders for projects; oversee main office printer/copier and troubleshoot basic technology issues with the NTHP IT staff or with a service contract provider.
• Coordinate and apply for any special town permits (alcohol/music) for special events and annual licensing (Gift Shop permit.)
• Provide general support for the administration of the site and office coordination, including support to the Executive Director as needed.

Business Bookeeping/Gift Shop Support

• Enter all invoices into accounting system with appropriate coding and backup (contracts, notes on revenue to cover cost, etc.) and track for electronic approvals. Interface with vendors in receiving appropriate EFT forms and W9’s.
• Reconcile monthly credit card statements, ensuring appropriate coding and backup, and submit monthly.
• Review monthly financial statements to confirm appropriate coding and submit journal entry requests as needed to correct errors.
• Reconcile deferred revenue account with site staff to confirm that special property use (site rental) records match what is in the general ledger.
• Reconcile petty cash account monthly and submit reimbursement to Unit 4.
• Enter all donations/memberships in to report and obtain appropriate records to record value of donated services/goods in the general ledger and submit to HQ for recording.
• Produce a Receipt and Deposit Report and reconcile to monthly bank statement; ensure proper coding for receipts; reconcile with TAM point of service system.
• Act as lead coordinator of the TAM register system, create new Purchase Orders, conduct annual inventory, update system with new merchandise, edit sales screen, etc.
• Record and reconcile daily receipts in register system and make a bank deposit at least one time per week. Bring large bills to bank to make smaller change for the registers and coordinate petty cash account, track receipts and balance.
• Track Gift Shop purchases and sales, order new inventory as appropriate.
• Produce a Cost of Goods report based on Gift Shop sales each month.
• Ensure that all programmatic use of shop items is recorded appropriately as interoffice sales.
• Take shifts as a Visitor Services Associate, helping to staff the Admissions Desk/Gift Shop as needed during Chesterwood’s open season.

Special Event Support

• Support special events by tracking ticket sales/donations and tracking the budget; assist with marketing the site or leading site-visit tours with potential clients as needed.
• Intake and file all special property use contracts, including weddings, property rentals, and special events, and schedule and track payments as necessary.
• Support staffing needs at special events as needed.

Other duties as assigned

Qualifications:

• At least 1-2 years of professional level experience, particularly in a matrixed and geographically dispersed non-profit.
• Experience supporting accounting-related work, with experience in a retail, membership or development setting preferred.
• Experience in customer service, visitor services and/or event sales and support preferred; experience with historic sites, museums, other cultural venues or the hospitality field a plus.
• Basic analytical and problem solving skills, including issue identification and prioritization.
• Basic project-organization skills, including experience in coordinating projects, schedules and clients . Ability to achieve results with moderate supervision.
• Effective presentation skills. Excellent writing, spelling, grammar, and proofreading skills in English, as well as strong verbal communication and customer service skills.
• Proven ability to collaborate and achieve results. Track record of building and maintaining productive relationships with multiple stakeholders – vendors and donors.
• Strong organizational skills with excellent attention to detail and ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
• Ability to adapt and be flexible in a dynamic work environment, including working effectively with frequent interruptions and handling changing and/or unscheduled tasks with accuracy. Public contact and ability to work successfully in close proximity to others required.
• Ability to continually develop skills related to use of rapidly changing technology and communications best practices; Excel skills and experience using online accounting systems preferred; experience POS/inventory management system for recording of receipts a plus.
• Regular and reliable attendance is required.
• Because this position involves handling of cash, credit cards and sensitive member and financial data, a criminal background check is required upon offer to a final candidate.

PAY & BENEFITS