Financial and Guest Services Administrator

Welland Historical Museum Job Posting

POSITION TITLE: Finance and Guest Services Administrator

***:The Finance and Guest Services Administrator will deliver a high standard of friendly, efficient, and accurate services for visitors to the Museum. The Finance and Guest Services Administrator will have responsibility for bookkeeping of Museum finances and managing the operations of the Museum Gift Shop. As well, the Finance and Guest Services Administrator provides administrative support to the Welland Museum’s staff and Board of Directors.

**REPORTS TO**:TBD

**HOURS**: Monday-Friday 9-5 with the ability to work weekends and evenings on occasions, including during the summer

**PAY**: $40,000 annually + benefits.

**PROBATION**: 6 months with a written review at 3 months

**ESSENTIAL FUNCTIONS**:
Finance and Administration:

- Maintain general ledger accounts and postings according to GAAP
- Prepare bi-weekly payroll in QuickBooks
- E-transfer net payroll to employees through CAFT Mgt
- Prepare and maintain employees' files
- Prepare and file monthly source deduction payments
- Prepare T4s for employees
- Prepare ROE when required
- Reconcile bank account statements on weekly basis
- Add transactions from banking system into QuickBooks, ensuring the correct coding of all revenues and expenses
- Update QuickBooks monthly for all gift shop sales, bookings, and rental income
- Issue cheques for payment or e-transfer
- Prepare and review monthly profit and loss statements
- Assist with the annual budget
- Maintain accounting filing system
- Prepare and submit documents for the year-end audit
- Work with external auditors as necessary
- Prepare and submit quarterly WSIB
- Maintain membership records
- Organize and maintain an administrative filing system
- Track and administer petty cash, completing monthly reconciliation
- Prepare invoices
- Assist with the purchase of goods and services in accordance with established budgets
- Prepare a yearly budget for office supplies and gift shop merchandise and submit for approval
- Track spending within approved budgets and report quarterly to Executive Director
- Prepare written and oral reports to keep the Executive Director and/or Board of Directors appraised of progress within the above areas
- Collaborate with other Museum departments, such as education, fundraising, and marketing assisting when required
- Maintain familiarity with all operational, environmental, aesthetics, and safety standards regarding the Museum’s building and collections
- Other duties as assigned

Reception and Gift Shop:

- Greet Museum visitors and provide basic orientation to their Museum visit, general interaction, and interpretation of the Museum
- Respond to requests regarding Museum offerings and other inquiries related to the City of Welland or direct inquiries to the appropriate person
- Monitor security cameras
- Supervise gift shop operations, stock presentation, and sales processing
- Respond to telephone inquiries and coordinate messages to staff
- Accept payments and retain records for bookings of birthday parties, room rentals, tours, and educational programming
- Assist with the promotion of Museum programs and events
- Other duties as assigned

**Required Knowledge, Skills, and Abilities**:
Knowledge of:

- Strong working skills with QuickBooks
- Experience using Square POS
- Accounting principles (GAAP), Budget planning, forecasting, and reporting

**Skills**:

- Enjoy working with the public, outgoing personality and previous customer service experience; pleasant, cooperative manner
- Excellent interpersonal and communication skills with the ability to effectively deal with the public, Board of Directors, staff, volunteers, and external organizations
- Sound organization and time management skills
- Fluent in English and French, preferred

Ability to:

- Operate standard office machinery i.e., computer, scanner, calculator, fax, photocopier
- Function independently, diligently, and with mínimal supervision.
- Communicate effectively with colleagues, clients, or the public in group and one-on-one settings
- Communicate effectively using written and verbal reports
- Deal with inquiries from clients, stakeholders, and the public in a tactful and courteous manner
- Work cooperatively with others.
- Work safely without presenting a direct threat to self or others
- Perform several tasks simultaneously
- Understand assignment needs and requirements, anticipate and solve problems
- Exercise sound judgment and use public relations skills
- Adapt to change, continue to learn and practice new skills
- Attend training and professional development programs as required

**Additional Requirements**:

- Interest in the history of Welland and Pelham
- Able to carry up to 10kg for short time periods.
- Current First Aid certificate and Police Clearance for Vulnerable Sector required

**ACCEPTABLE EXPERIENCE AND TRAINING**:
Office, retail, and administrative experience and at minimum C