Job Listing: Office/Membership Manager

Job Postings ,

Washington Heritage Museums, Fredericksburg, VA


Job Title: Office/Membership Manager

Reports To: Executive Director Exempt or Non-Exempt: Non-exempt Salaried or Hourly: Hourly F/T or P/T: P/T

Education: Associate Degree or the equivalent, including some coursework in accounting, basic bookkeeping. Coursework in historic preservation or history helpful.

Experience: Minimum of 2+ years general clerical, accounting, and bookkeeping experience to include data base management (PastPerfect experience preferable), social media posting, and report compilation. Proficiency in QuickBooks and Microsoft Office Suite is also required, to include familiarity with mail merge, and creation of brochures/signage/business cards/posters. Must also have previous experience in working with the public.

Responsibilities: Under the supervision of the Executive Director performs bookkeeping, office management, membership, marketing and outreach services as follows:

Bookkeeping: Using QuickBooks, prepares and ensures accuracy of bi-weekly payroll.
Prepares and files monthly, quarterly and annual tax reports, prepares tax checks, and ensures that taxes are paid on time.
Performs accounts payable duties. This will include, but not be limited to, verification of the validity/accuracy of invoices, accurate posting of payables, and preparation of checks for signature.
Performs accounts receivable duties. This will include, but not be limited to, accurate posting of receivables, invoicing, and preparing and making bank deposits.
Processes PayPal (membership and donations) and Square (gift shop and admissions) payments. Ensures that payments are accurately posted and properly transferred to the WHM checking account. Makes bank deposits, as necessary.
Prepares monthly reports for Executive Director and Treasurer.
Performs monthly account reconciliation.
Prepares a variety of financial reports as requested by the Executive Director.
Provides data and assistance to Executive Director in preparation of the Annual Report.

Office Management: Obtains bids and estimates for building repairs. Ensures bids meet the standards required by WHM’s insurance. Ensures that successful contractors have valid Certificates of Insurance (COI), and maintains file of same. Meets with contractors, as necessary, to answer questions, allow access to buildings, etc.
Maintains an accurate count of reservations and an accurate guest list for the annual fall fundraising event. Keeps Executive Director and the Development Committee apprised of same. Deposits payment checks as necessary.
Purchases office and site supplies.
Answers phone, and handles correspondence including email.

Member Services: Maintains accurate member and sponsor lists, and keeps PastPerfect data base accurate and up-to-date.
Prepares appropriate letters and/or other forms of communication to acknowledge new members and thank members/sponsors for donations, sponsorships, etc.
Prepares mailings to members re: membership renewal, fundraising requests, special fundraising events, WHM news, events and activities.

Outreach: As necessary, provides services to ensure successful educational and fundraising events. This will include, but not be limited to: communication and coordination between WHM, its volunteers, sponsors, and outside groups involved in such events; provision of materials such as signage, money, money boxes, etc.; placement of posters, fliers, brochures, etc. in appropriate locations to advertise upcoming events.
Supports Development Committee in their efforts to increase membership and sponsors.
Provides support to special event committees as needed.
Acts as liaison with the Fredericksburg Visitor’s Center and other local welcome centers, and ensures that such centers have an adequate supply of all WHM brochures, fliers and marketing materials. Ensures that both WHM and the Visitor’s Center receive monthly visitors report.
Coordinates details of Speaker Series with Central Rappahannock Regional Library to ensure availability of lecture hall, appropriate seating arrangements, availability of necessary equipment, etc.
Processes reservations for WHM-sponsored trips.

Marketing: Prepares and submits press releases regarding WHM news, events and activities to appropriate media.
Provides written and photographic material to website designer relating to the WHM calendar, events, activities, news, and other matters of interest, and periodically reviews web-site for appropriate changes. Coordinates e-commerce transactions with web designer.
Posts WHM news, events, activities, job openings, etc. to WHM’s social media outlets (Facebook, Instagram, LinkedIn, Twitter, etc.)
Coordinates contributions to the WHM e-newsletter.
Coordinates with Site Managers to ensure all sites have an accurate and up-to-date calendar of events.
Prepares and prints marketing materials.
Other: Oversees interns working at the WHM office. Provides day-to-day supervision, and posts job openings in appropriate media when necessary.
Provides data and assistance to Executive Director in preparation of the Annual Report.
Prepares statistical data and reports for Executive Director, as requested.
Performs such other duties as may be assigned.