Job title: Operations Assistant

Responsible to: Operations Manager

Summary: The Operations Assistant is a key member of the New Bern Historical Society, a 501(c)(3) member based non-profit with a mission to celebrate and promote local history and heritage through events and education.

Scope: This position is 4 days/32 hours a week in our front office with periodic evening and weekend requirements in support of our major fundraising events (Ghostwalk, Homes Tour, Lantern Tour, and other educational programs). Pay is $16/hour. Includes paid federal holidays and (10) days of PTO.  No medical benefits.

Start Date: May 20, 2024

Duties:

1. Conduct Front Office Operations

• • Serve as an ambassador for a thriving, community-oriented nonprofit organization.
  • Proudly interact with customers, members, and visitors at the Historical Society campus.
  • Conduct transactions utilizing the point-of-sale Square transaction system and web-based ticket sales and reservations.
  • Track and order organizational supply requirements (operational and administrative, in support of the office and the New Bern Battlefield Park)
  • Schedule and facilitate bulk mailings (quarterly newsletters, invitations, holiday cards) utilizing volunteers.
  • Assist frequent office visitors, assessing needs, advising/referring (research, genealogy, historical resources, etc).

2. Manage the Historical Society Membership Database.

• • Actively track annual membership status.
  • Conduct membership renewal process throughout the year.
  • Prepare, conduct, and track all membership correspondence (Welcome Packets, Thank You letters, etc).

3. Prepare Financial reports for Executive Director

• • Reconcile Square, Paypal, and cash register transactions weekly/monthly.
  • Prepare reports and conduct cash/check bank deposits.
  • Reconcile credit card receipts against bills each month.
  • Track petty cash, prepare report for Treasurer when more is required.

4. Assist the Operations Manager with Historical Society events, fundraisers, and educational programs including:

• • Committee meeting schedules, agendas, notes, spreadsheets, after-action reports, and transition files.
  • Sponsorship tracking and acknowledgement.
  • Reservations, ticketing, check-in.
  • Coordination of logistical/operational details.
  • Volunteer coordination and scheduling.
  • Assist oversight of serviceability of computers, telephone, voicemail, office security, and general office maintenance.

Required skills:

• • Advanced computer skills including Microsoft Office (Word, Excel, Publisher, PowerPoint), and Google Docs. Experience with Square, PayPal, Constant Contact, Word Press, Facebook, and Instagram is a plus.
  • Two years of experience in a related office setting. Office manager background is strongly preferred.
  • Flexibility to work evening and weekend events and meetings on a regular basis
  • Strong written and verbal communication skills

Soft skills:

• • Highly organized and focused with strong verbal/written communication skills
  • Self-starter able to anticipate needs and handle multiple concurrent tasks under pressure, including unpredictable changes
  • Strong people skills - able to work with diverse group of members, volunteers, board members, and guests. 
  • Collaborative worker on a small team where all employees assist each other outside defined roles
  • Creative and energetic, flexible and adaptable to change
  • Willing to work flexible schedule, including nights and weekends
  • Passion for New Bern Historical Society mission

Application window is CLOSED.

For questions, please call 252.638.8558.