The Henry L. Ferguson Museum

JOB DESCRIPTION

JOB TITLE: Administrative Assistant and/or Financial Data Entry (Part-time Position/s)
SALARY RANGE: $25-$30/ hour commensurate with qualifications and experience
HOURS: up to 20 hours per week
REPORTS TO: Director, H.L. Ferguson Museum
LOCATION: Fishers Island, New York

ROLE OF THE ADMINISTRATIVE ASSISTANT AND/OR FINANCIAL DATA ENTRY

The Henry L Ferguson Museum is seeking someone to help the functions of the Museum run smoothly.  Assisting the Museum director, this person or persons will work on a variety of tasks, ranging from greeting Museum visitors and answering questions, to filing and data entry, and helping track the Museum’s financials.  The primary function is to assist the Director in his managerial duties.

It is possible this position will be broken into two positions – one of administrative assistant and one of financial data entry.

Major Functions

  • To keep the Museum’s administrative tasks organized and carried out in a timely manner
  • To liaise with the Museum’s members and visitors, keeping them informed, answering questions and tracking attendance
  • To manage the data entry functions for the Museum, including financial records, membership lists, and collections records.
  • To aid the Director in all aspects of Museum management.

Responsibilities

  • To properly enter data into Quickbooks regarding expenditures, donations, revenues, and grants
  • To acknowledge receipt of financial donations and maintain up-to-date membership lists, and properly file donation records.
  • To maintain overall Museum calendar, including events, application deadlines, reporting deadlines, and other needs
  • To maintain the log of all acquisitions to the collection, assigning appropriate identification numbers and information, as well as properly filing or storing the items.
  • To manage the Museum’s filing requirements, which includes payroll filing, annual filing of deeds, and audit information, and manage records in the Museum’s filing system
  • To manage bill payment, including writing checks, tracking payments, and filing receipts
  • To coordinate Museum cleaners and other contractors and to ensure access to the building and oversight when needed
  • To aid the Director in the production and mailing of the newsletter.
  • To open and close the Museum to visitors as needed and to serve as a docent, greeting guests and providing orientation information to visitors.
  • To maintain attendance records at various events.
  • To collect mail and freight
  • Other duties as assigned to help the Director.

QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE

Required:

  • Strong organizational and project management skills and experience.
  • Proficient with modern computer applications, including word processing, data storage and manipulation, development of visual presentations, and Internet research and communications.
  • Excellent listening, written and oral communication skills and the ability to professionally and confidently represent the Ferguson Museum in person and via print and social media.
  • An adaptable self-starter able to work independently and anticipate Museum needs.
  • A valid driver’s license and clean driving record.

Desirable:

  • Demonstration of a personal interest in the Henry L Ferguson Museum and Land Trust, and the preservation of Island history and conservation of its natural resources.
  • Knowledge of and experience with QuickBooks.

TO APPLY:
Please send your resume, a cover letter detailing how you meet the requirements for the position and contact information for 2 professional references to: [email protected] by December 6, 2024. Please indicate whether you are applying for the administrative position, financial data entry position, or both.