Title: Office Support Specialist



Title: Bookkeeper/Office Manager Exempt/Non-Exempt: Non-Exempt

Supervisor: Director of Business Operations (DBO) Employment Type: Full Time

Revised: July 2014 Hours: Mon – Fri

Wage: $13.00-15.00

Principal Function: This position provides a variety of general office, bookkeeping, financial, visitor, and special event support. The Bookkeeper/Office Manager must believe in and support the Lake Superior Zoological Society’s mission and organizational culture and must be a valuable and contributing member of the zoo team.

Principal Duties and Responsibilities:

1. General Office Support:

a. Reception: Greet, assist and direct visitors, guests, and vendors in a friendly, helpful and professional manner. Receive and/or direct deliveries.

b. Sort and distribute daily mail; receive and disseminate electronic faxes.

c. Maintain office and reception counter in a clean and organized manner.

d. Maintain an inventory of office supplies within the established budget; order and track supplies as needed. Assist in evaluating the cost effectiveness of vendors.

e. Maintain appropriate filing system and assist with file retention program.

2. Bookkeeping/Financial Support:

a. Receive, record and receipt for donations, membership renewals, invoices and various zoo services as determined by organizational procedures in an accurate and timely manner

b. Process and track accounts payable & receivable

c. Process and track petty cash

d. Process deposits and prepare monthly bank reconciliations

e. Maintain financial records/files in an accurate and orderly manner

f. Assist the Director of Business Operations with annual audit.

3. Visitor Support:

a. Track and document charged admissions, sending invoices to the charged groups

b. Create weekly, monthly and year end attendance reports

c. Disseminate monthly and year end admissions reports to staff

4. Special Events Support:

a. Assist with special events, recording ticket sales, revenues, expenses, and general bookkeeping for events.

b. Assist in the preparation for special events and serve in registration at events, as necessary.

5. Provide quality customer service to both internal and external customers

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Qualifications:

Education, Experience & License Requirements:

• Associates degree or higher in Office Administration or Finance; or equivalent work experience

• Minimum of two years of bookkeeping/accounting experience preferred

• Experience with QuickBooks accounting software preferred

• Non-profit experience preferred

• Possession of and ability to maintain a legal driver’s license and liability insurance

Competency and Knowledge Requirements:

• Working knowledge of QuickBooks accounting software

• Working knowledge of Microsoft Office software

• Basic knowledge of the principles, practices, methods, and standards of basic accounting

• Basic understanding of information technology (IT) systems

• Excellent oral and written communication skills

• Excellent customer service skills

Skill and Ability Requirements:

• Strong and accurate cash handing skills

• Strong attention to detail

• Strong skills in verbal communication

• Strong skills in written communication

• Skill in the operation of basic office equipment (copier/printer/scanner, calculator, computer, fax)

• Ability to comfortably and effectively interact with individuals of varying ages, ethnicities, experiences and abilities

• Ability to establish and maintain effective working relationships with supervisors, co-workers, volunteers, and the public

• Ability to act in a professional manner, maintain confidentiality, and possess a positive attitude

• Ability to work in a busy office and public environment

• Ability to prioritize and organize work, handle multiple concurrent assignments, meet deadlines and problem solve

• Ability to work as part of a team, and independently

• Flexibility to work occasional evenings, weekends and holidays

• Reliable and punctual attendance habits

• Ability to pass a credit and criminal background check

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions.

The noise level in the work environment is usually moderate. Employees may be asked to work in physically close quarters. The noise level in the work environment can be higher than moderate based on the number of visitors at the zoo.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is required to stand and stoop, kneel, crouch, or crawl. The employee must regularly lift and move up to 25 pounds and occasionally lift and/or move up to 50 pounds. The employee is occasionally required to set up tables, chairs, boxes of supplies, and other necessary equipment. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Close vision is required for computer work and point-of-sale and reservation buttons and screens. Distance vision is necessary for adequate crowd control.

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