Historic Huguenot Street (HHS) seeks a highly motivated administrative professional with outstanding interpersonal skills and ability to oversee administrative, financial, human resource and technology functions.
The primary role of this position is to ensure the smooth operations of our National Historic Landmark District, and simultaneously support the Executive Director in whatever capacity necessary, while maintaining a passion for the importance of the position in fulfilling the site’s important educational and preservation mission.
- Supervises the Administrative Specialist (AS) who is responsible for front-office work, including greeting visitors to the site and processing supply orders. The Business Manager (BM) and AS are tasked with keeping the cost-saving needs of a non-profit in mind. The BM recommends and adheres to an annual budget for general administrative expenses.
- Supervises the Bookkeeper who is responsible for recording and executing the financial functions of the organization on a daily basis.
- Provides general administrative assistance to Board Members. Tasks include (but are not limited to) making copies, preparing reports, writing correspondence, making phone calls, scheduling meetings with HHS staff, maintaining annual Board records, etc.
- Prepares distributable materials for Board, and certain Committee meetings (BM is the staff representative for Executive, Finance, Audit, and Nominating Committees, among others). Facilitates and attends these meetings in order to record confidential minutes.
- Maintains files for correspondence, reports, corporate, and legal matters. Directs the AS in proper filing methods for financial and other records. The BM coordinates retention of records with the ED and HHS Archivist.
- Oversees human resources and associated functions; Processes paid leave requests & the subsequent tracking of paid leave for staff. Works with the AS & Bookkeeper bimonthly to process payroll, requests ED approval for payroll submissions. Maintains information on current health care plans and other benefits for distribution to staff. Acts as a representative for staff in meetings with the ED and Board in discussions of payroll, health insurance, and day-to-day office needs.
- Regularly updates Board & administrative policies, manuals, and other institutional records when required.
- Provides general support and oversight to the Bookkeeper and EA.
- Liaises with apartment renters (HHS Tenants). Collects and logs all tenant rent payments monthly. Manages lease renewals and consults with the ED regarding lease revisions and rental rates.
- Collects bids from outside consultants for review by the ED and the Board. Works with outside consultants to draft contracts in preparation for ED approval.
- Communicates with supply vendors, and Village & Town employees (including clerks, inspectors, police and fire departments) as needed.
- Processes incoming cash and checks for deposit. Deposits are processed both remotely and directly at the bank. Maintains a weekly Deposit Log to track income.
- Accepts and processes payments for site and apartment rentals. Manages other accounts receivable as needed (such as donations to the Family Associations).
- Distributes and records petty cash transactions and replenishes that fund through the check request procedure.
- Processes all incoming bills/accounts payable and presents these to the ED for payment approval. Reviews and revises any bills or outside contracts deemed unsatisfactory by the ED.
- Works with Bookkeeper and CPA to properly document all financial activity of the organization and facilitate annual audits.
- Manages investment activity, with direct oversight from the ED and Finance Committee.
- Works closely with the ED, Team Leaders, and Bookkeeper to ensure that proper accounting protocol is consistently being followed. Helps all staff members understand the accounts payable/receivable processes upon request.
- Works closely with the HHS Finance Committee, authorized signers, and outside consultants to coordinate communications, facilitate financial activity, and process procedural changes as necessary.
- Maintains a proactive relationship with the technology consulting company hired by HHS to ensure that the wireless network is secure and stable throughout the entire site at all times. Acts as the main point of contact between staff and the tech company. Recommends annual budget for technological upgrades and repairs; ensures that the yearly expenditures adhere to the amount allotted.
- Works in conjunction with the tech company to achieve the following:
- Maintains and troubleshoots all office equipment and employee workstations, including software programs, copier/printer/fax machines, postage machine, etc. Trains and assists other staff in using the aforementioned office equipment as needed.
- Maintains and troubleshoots computers (mostly PC’s, some MACs) and server. Recommends new equipment when needed.
- Facilitates employee onboarding tasks, including the setup of computers, email accounts, and server access for new employees; establishes secure remote access for work-from-home scenarios. Provides anti-virus and anti-malware software.
- Maintains a detailed record of all computers, user profiles, passwords, and regular maintenance schedules.
- Bachelor’s degree required.
- Four or more years working in a professional office environment.
- Detail-oriented, possessing strong organizational and multi-tasking skills. Is self-motivated and confident in taking initiative. Has a sincere eagerness to learn new things, and a capacity to perform tasks accurately within prescribed deadlines.
- Excellent writing and speaking skills in English are required
- Proficiency in Microsoft Office Suite (especially Word, Excel, and PowerPoint).
- An ability to comprehend basic QuickBooks functions; this includes pulling reports/ Profit & Loss Statements, searching vendor/customer histories, and entering new vendors/customers. A comprehensive knowledge of QuickBooks functions is preferred.
- Ability to work effectively in high pressure and strict deadline situations. Ability to work both independently and as a team player.
- Able to maintain confidentiality and discretion as a rule. Candidate must possess qualities of good judgement.
- Ability to climb stairs, walk the length of the Historic District, set up chairs and tables, and assist with set up/clean up for meetings, special events, etc.
- A valid NYS Driver’s License and use of a personal car are necessary to make bank deposits and run occasional errands.
SALARY, HOURS, and BENEFITS
Pay is commensurate with experience. This is a full-time position that reports to the Executive Director and supervises an administrative staff of two. Hours are 9am-5pm, Monday – Friday with occasional evening/weekend hours for special events and deadlines. Health insurance and other fringe benefits available. While hours and compensation have necessarily fluctuated under COVID, the current full time salary range is $45,000-$49,000.
COVID-19 Disclaimer: Historic Huguenot Street takes seriously the health & safety of our staff and community; all functions of this position shall be executed in accordance with CDC guidelines. This position is temporarily a hybrid-remote position, currently requiring a minimum of one day per week in the office.
To apply: Interested candidates are required to submit a resume, cover letter, and list of at least three professional references. Please submit the aforementioned documents via email to: Caitlin Cummings (Business Manager) & Liselle LaFrance (Executive Director)