Job Listing: Part-Time Administrative Assistant (President Lincoln's Cottage)

JOB DESCRIPTION
Title: Administrative Assistant Level: Assistant PT
Office: Operations OT Status: Non-Exempt
Supervisor: Associate Director of Operations Budget Status: Core

JOB SUMMARY
The Administrative Assistant will play a crucial role in supporting operational and administrative
functions of President Lincoln’s Cottage. With direct supervision from the Associate Director of
Operations (ADO), the Administrative Assistant (AA) executes a range of daily administrative and clerical tasks, maintains a variety of financial and other administrative records, systems, and supplies, and executes general administrative duties. The AA reports directly to the ADO. This position supports the effective, efficient, and collaborative operation of the organization. This position’s work may be outside of normal business hours, require seasonal shifts in schedule, and may include work on occasional weekend days and holidays. This position is ideal for a detail-oriented individual who thrives in a fast-paced environment and is passionate about our mission

DUTIES:

• Assists the CEO, ADO, and Director of Advancement (DOA) with administrative tasks.
• Assists with site financial flows in an accurate and timely manner in accordance with approved
• policies and procedures, including the secure recording, tracking, and depositing of site funds;
• assists with ensuring staff understand and comply with the same.
• Assists with maintaining accurate financial data in QuickBooks, the accounting system of
• record for the organization; prepares records in a timely and accurate way to be reconciled
• monthly by the ADO, then reviewed and approved by the CEO; processes invoices and bills in
• a timely manner for the CEO’s review and signature.
• Schedules appointments and travel for the CEO, ADO, and DOA, and assists with the
• preparation and follow-up for meetings, including Board Meetings, as needed.
• Collects the donation box regularly, maintains a regular schedule of depositing all
• organizational cash with review by the ADO, and maintains petty cash, per site policies.
• Provides accurate and timely information to Auditors, contract CFO; and other parties as
• requested and approved by the CEO or ADO.
• Ensures office and miscellaneous supplies are stocked and well organized each week, alerting
• the ADO when office supply orders are necessary.
• Identifies and communicates problems in a constructive manner. Recommends solutions in a
• positive, professional fashion. Handles sensitive or difficult issues in a confidential and
• professional manner.
• Other duties as assigned.

QUALIFICATIONS

• Strong attention to detail
• Demonstrated and well-tuned organizational skills and ability to accurately and securely

• maintain sensitive and confidential information
• Proficiency in Microsoft Office, especially Excel, required; Experience with QuickBooks
• preferred; Familiarity with other software and databases, preferred
• Proven interpersonal skills, professional manner, and ability to work cooperatively with others
• Experience in a nonprofit, historic site, or museum helpful but not at all required
• Demonstrated success in working with culturally diverse colleagues

BENEFITS

• $24/hour; at least 20 hours/week and not to exceed 29 hours/week
• Paid sick leave
• 401(k) with employer contribution after one year of employment
• Flexible work schedule
• Museum Store employee discount

President Lincoln’s Cottage is interested in applicants from all backgrounds and past experiences. We encourage women, BIPOC, Veteran, and all other candidates to apply. If you don’t meet every qualification listed but are excited about our mission and the work described above, we still welcome your application. We’re most interested in building a creative and talented team of staff dedicated to the work. You may still be an excellent fit for this position even if you’re missing some of the above qualifications. If there is something we can do to make the application process more accessible to you, please let us know. We will do our best to provide reasonable accommodations as possible.

To apply, email a cover letter, resume, and three references to jobs@lincolncottage.org. Please use Administrative Assistant in the subject line. For best consideration, apply by August 11th.