Job description

Icebreaker Mackinaw Maritime Museum, Inc.

131 N. Huron · Mackinaw City, Michigan 49701

(231) 436-9825

A 501(c) 3 charitable nonprofit corporation

Job Title: Office Manager

Reports to: Executive Director

Job Summary:

This is an hourly “at will” position. Employee will be reviewed after 6 months and then annually, coinciding with the start date of employment.

Work cooperatively with the Executive Director for the benefit of the organization; work with and receive direction from Board Secretary regarding all records of the organization and meetings of the Ex. Committee and Board; work with and receive direction from Treasurer with respect to all financial and bookkeeping matters

Provide administrative assistance to the Executive Director and Board Members

Coordinate meeting schedules with the Executive Director, Board Members, and others; assist the Board in preparing all types of organizational materials and public information materials

Successfully complete training on the IMMM policies, bookkeeping, cash handling, credit handling, other procedures, and security requirements. Follow proper file-retention policies and standards

Demonstrate physical capabilities: to work aboard the Mackinaw as coordination requires over the season of operation. Physically conduct bank transaction and postage/mailing needs

Handle and coordinate responses to all telephone calls, fax, and e-mail communication necessary to/from the office of the Board and Executive Director.

Promote membership and maintain membership/communications, including new and renewal membership processing and communications with members working cooperatively with the Executive Director. Create and maintain new member and membership retention program/opportunities. Possible commission on new member and business partner acquisition.

Provide support for new volunteer and volunteer retention program/opportunities

Create/maintain communications/contacts lists in data base form for all museum functions, marketing and personnel

Produce and distribute, via email, quarterly member newsletter and monthly note.

Assist in the production of summer and fund-raising events

Process incoming calls and mail by directing them to the proper person if needed

Essential Duties:

• Carry out IMMM procedures accurately within prescribed standards and guidelines
• Manage internal office matters as directed by the Board and Executive Director
• Using QuickBooks, maintain the bookkeeping of the Organization with the guidance of the Treasurer and Executive Director. Prepare and interact with the Board’s accounting and audit firm to accurately reflect the financial status of the organization; prepare reports for the Treasurer and Board as directed by the Treasurer on a regular and as needed basis
• Assist the President and Board Secretary in maintaining the records of the organization; record and review with the Board Secretary the minutes of all Ex. Committee, Board meetings, and requested communications and reports; maintain the official contact list for the Board Members
• Handle communications to/from the Executive Director, the Board, and other staff members
• Human Resources - Maintain all employee records and required associated documents
• Assist the Executive Director and Board as request in the work of IMMM
• Confidentiality - Maintain the privacy of the organization and its board, staff and members
• Project confident and professional conduct as a representative of IMMM

Other Duties:

• Perform other related duties as assigned by the President and/or Executive Director

Qualifications:

Education: High School Diploma

Experience: Experience working with the “public” through prior work experience required in a related area with demonstrated ability to learn new tasks and skills

Experience in planning, organizing and maintaining a professional office,

Proficiency in Quickbooks, Microsoft Word and Excel

Skills / Other: Superior “people relationships and communications skills”

Ability to solve problems logically and effectively, while following provided standards and formal required practices

Excellent skill and experience using a computer to keep and maintain records; create documents, assemble and analyze data and generate useful reports

Financial responsibility and capability to follow the fiscal policies of IMMM

Position requires a self-starter that does not require constant supervision

Excellent written and oral communication skills, including telephone communication

Strong teamwork and interpersonal communication skills

Ability to exercise good judgment and make decisions in accordance policies and best practices

Special Job Considerations:

Certification: Not Required Desirable: Experience in similar job duties

Type of Certification: none

Salary Schedule: Hourly

Immediate Supervisors: Executive Director. In matters of specific requests, the Board President, Secretary and Treasurer

Job Types: Full-time, Part-time

Pay: $16.00 - $20.00 per hour

Schedule:

• 4 hour shift
• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Mackinaw City, MI: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: One location

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