Current Job Opportunities
Bookkeeper and Office Manager
The Architectural Heritage Center (AHC) in Portland, OR is a 501c3 organization dedicated to advancing knowledge and appreciation of Portland’s built environment in order to support the diverse architectural and cultural heritage that make Portland unique. We operate an educational center, exhibit gallery, library/archives, and offices in a restored historic building in Portland that we own and maintain. Our work extends into the community through an extensive menu of walking tours throughout the city and program partnerships with other institutions. During COVID, our public programs take place at our center and virtually. For more information about us, please visit www.visitahc.org.
The bookkeeper/office manager ensures that the AHC’s bookkeeping and administrative systems are accurate, efficient, and timely to advance the fiscal and operational success of the organization. This position makes sure all financial reporting, analysis, and best practices are conducted correctly and thoroughly. The bookkeeper/office manager provides administrative assistance and helps develop better and more advanced systems so that the AHC office and public center run productively. The bookkeeper/office manager is organized, detail-oriented, resourceful, and solutions-minded. This position reports to the Executive Director.
- Process accounts payable and receivable, including restricted, general membership and donation contribution processing; enter transactions into CRM database
- Cash receipts and deposits
- General ledger entries to ensure compliance with GAAP accounting principles
- Bank, credit card and general ledger reconciliations
- Oversee payment processing system
- Monitor income/expenses against budget
- Weekly, monthly, quarterly and annual reporting – established and ad hoc and special reports
- Prepare year-end 1099s
- Prepare reports for the annual Form 990, Return of Organization Exempt from Income Tax
Payroll and Benefits Administration
- Process payroll, maintain PTO records, onboard new employees
- Manage employee benefits (medical, Oregon Saves, transit, workers compensation, etc.)
- Serve as liaison to IT consultant and help manage and administer office systems like Office 365, user licenses, email/server accounts, domain names, phone/Internet systems
- Manage annual insurance policy renewals (e.g. D&O, property, workers compensation)
- Manage annual service contracts with providers (e.g. printers, phone/Internet)
- Track and renew annual permits (e.g. bulk mail)
- Serve as point of contact for janitorial company
- Provide security and facilities assistance; help keep offices and other common spaces organized and tidy
- Oversee file retention/disposal
- Troubleshoot printers, phones, and office systems; research and purchase equipment as approved
- Maintain office supplies
- Oversee volunteers helping with administrative tasks
- Route mail
- Help answer phones and inquiries
- Help staff major annual events (annual fundraising tours, gala) and occasional evening/weekend special events
- Other duties as assigned
Educational and background requirements
Minimum 3 years’ experience in bookkeeping and office management and proficiency in non-profit bookkeeping
Proficiency in Quickbooks (desktop version, minimum 3 years’ experience), Excel, Google Suite, Office 365/MS Office
Ability to quickly learn payment processing systems, such as Square
Ability to quickly learn Customer Relationship Management applications (we use Neon CRM)
Highest attention to detail and accurate data entry, ability to self-verify work
Excellent analytical, organizational, and problem solving skills; ability to multi-task
Strong verbal and written communication skills; strong ability to explain instructions and systems to others
Ability to work independently and be self-directed, but also willing to work collaboratively as part of a small staff to facilitate one another’s work.
This is a regular part-time position at 15-20 hours/week with a flexible schedule to be mutually agreed upon with the Executive Director. We currently work part remote/part in office. Training for this position will take place fully onsite for the first few months to facilitate learning and a smooth transition. We follow current COVID protocols for the safety of our staff, volunteers, and visitors.
The onsite work environment is a small, busy office located in Central Eastside Portland. The noise level in the work environment is usually low to moderate. While performing the duties of this job, the bookkeeper/office manager is regularly required to sit, stand, walk/move, speak and hear. The position requires extensive computer use. The employee must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. The employee must occasionally lift and/or move up to 25 pounds. Background check to be done before hiring.
The AHC/BMF is an equal opportunity employer committed to diversity, equity, and inclusion. We strive to build a diverse workforce and we encourage applications from persons of color, persons with disabilities, women, and LGBTQ+ and other underrepresented applicants.
Salary: $20-$25/hour, depending on qualifications.
Applications received by October 25 will be given priority. To apply, please provide a cover letter addressing how you meet the requirements of this position and a copy of your most recent resume to Stephanie Whitlock, Executive Director, [email protected].
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