bookkeeper/office manager

Job Description

Job Description

MHCHS Office Manager Description

The Martinsville-Henry County Historical Society (MHCHS) is seeking a part-time Office Manager who is responsible for the overall operation of the office and business record-keeping. That includes recording financial transactions and processing payroll.

Job Type: Part Time.

Apply: Email a resume with cover letter and references to MHCHS Executive Director Holly Kozelsky.

About Our Workplace:

The MHCHS’s mission is to promote an interest in the broad spectrum of history with emphasis on that of Martinsville and Henry County; to collect, preserve, interpret, and make available material relating to that history; to sponsor research and publications in the field of regional history; and to provide educational services to people and institutions throughout the area. The MHCHS manages the Martinsville-Henry County Heritage Museum and hosts educational and cultural programs. The Office Manager reports to the Executive Director who reports to the Board of Directors.

Job Duties & Responsibilities:

· Use the appropriate accounting software (presently, QuickBooks) to manage and automate financial tasks when relevant.

· Maintain MHCHS membership records using the PastPerfect program, processing each new or renewed membership within one week of receipt. Note: This process is carried out all year with new memberships, but the renewal period will require several hours of work each week in May and June; the fiscal year changes May 31 – June 1.

· Assist with creating budgets, financial forecasts, and quarterly reports.

· Prepare financial statements, such as ledgers, income statements, and balance sheets.

· Record financial transactions and membership renewals within one week.

· Deposit all monies received, including checks, within one week into appropriate bank accounts.

· Pay bills and invoices no later than one week before due date.

· Maintain and monitor financial records for accuracy and reconcile or report any discrepancies in financial reports.

· By the 5th of each month, update the Heritage Gift Shop’s financial records, and count and record donations in the museum’s donation box and admissions.

· Collect, analyze, and summarize data for tax forms according to local and federal mandates, and send tax payments.

· Complete payroll. This may require the use of the program Intuit.

· Order ABC licenses for events as needed.

· Provide support for fundraising and donor development. As of 2026, busier (1 to 3 more hours per week) times for that include end of year for the Year-End Appeal and early autumn for Blue Jeans & Bling.

· Manage office supplies inventory and place orders as needed.

· Coordinate maintenance and repairs of office equipment.

· Keep subscriptions for software, organization memberships, media and other matters up to date, renewing them as necessary.

· Maintain the online MHCHS Calendar, coordinated with the paper calendar by the host desk.

· Other duties as needed.

Qualifications

· Associate degree in accounting, finance, or related field; and/or extensive experience in bookkeeping

· Experience working or volunteering for a nonprofit organization

· Organized with a high attention to detail

· Experience with public relations and excellent verbal and written communication skills for visitor-facing and internal interactions.

· Familiarity with spreadsheets, formulas, and data analysis tools

· Proficient in Microsoft Office (Word, Outlook), with advanced Microsoft Excel skills, and QuickBooks

· Capable of spotting and resolving discrepancies.

· Knowledge of relevant tax requirements and how to prepare basic tax documentation.

· Strong work ethic, strategic thinker, problem solver, and a willingness to learn.

· Authorization to work in the U.S.

Physical Requirements:

· Ability to sit for extended periods.

· Ability to life office products and supplies, up to 20 pounds.

Hours and Compensation:

· Pay is $20/hour, with time reported in 15-minute increments.

· Expected work time: Between 20 and 30 hours a week.

o Work time is mostly flexible, at days and times chosen by the Office Manager, and occasionally on request by the executive director, treasurer or board president. Work times are to be during museum opening hours (10 a.m. to 4 p.m. Tuesdays through Saturdays, as of 2026) and also Mondays from 9 a.m. to 5 p.m., when the director is in the building.

o Must meet with the finance committee (which usually meets at noon the second Wednesdays) to review finances and help prepare the treasurer’s report, and prepare and send out a monthly board report at least 8 days before each board meeting (currently the fourth Wednesday of every month, but subject to change).

o When not in the office, the Office Manager may be called or emailed occasionally, except for before 2 p.m. Sundays and on days designated as vacations or sick days; work done that way off-site is reportable on time card for compensation.

Equal Employment Opportunity Statement: The Martinsville-Henry County Historical Society is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.