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; no PTO or 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 open until May 10 or until position is filled.

To Apply:

Submit resume and cover letter by email to programs@newbernhistorical.org or in hard copy to the office, 511 Broad Street, New Bern. Please do not use any other Historical Society email address. Resumes will be accepted until May 10, 2024 or until the position is filled.  For questions, please call 252.638.8558.