Odessa Arts

Become a Member Today
Skip to content

Now Hiring – Office Manager/Grants Administrator

JOB DESCRIPTION

This position is responsible for organizing, coordinating and maintaining office operations and

procedures to ensure organizational effectiveness and efficiency; maintains financial and

accounting records; maintains records for organization and board of directors. This position will

assist and report directly to the Executive Director.

TYPICAL DUTIES PERFORMED

• Performs administrative, accounting and support work involving all operations of Odessa Arts

• Attends all meetings of the Board; arranges and prepares notification of board meetings as

required by law; prepares board packets and agendas; records minutes of the meeting

and maintains accurate and complete records of all actions.

• Manages all aspects of payroll execution, including submission of all state, federal, and

county forms, taxes, and reports.

• Maintains office system for accounting, financial, and payroll;

• Reconciles bank statements and transfers/deposits money as needed;

• Responsible for payment of all bills;

• Tracking and reporting of Balance Sheet, Profit/Loss Statement, Check Detail, and other

regular reports as requested by Executive Director;

• Administer grant program from application through evaluation, including: review of

applications, scheduling of presentations, communicating with each applicant to answer

questions, request of grant funds to City of Odessa, awarding funds to applicants, review

evaluations, presentation of final disbursements of funds

• Ensures filing systems are maintained, secured, and protected;

• Coordinate communications (email blasts, social media, board communication)

• Assist in the development and maintenance of the membership program

• Responsible for all aspects of inventory for office supplies;

• Responsible for coordinating with all vendors and suppliers for the organization at the

direction of Executive Director;

• Organizes office processes and procedures by developing agreed upon systems;

• Responsible for positive experiences and impressions by outsiders who enter or call seeking

information about Odessa Arts

• Other duties as assigned by Executive Director.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Must have proficient knowledge, skills, and abilities in the following areas:

• Office administration;

• Proficiency and work experience with Quickbooks;

• Ability to maintain extremely high level of accuracy, confidentiality, and organization;

• Personal and positive spirit;

• Excellent interpersonal skills;

• Analytical and problem solving skills;

• Decision making skills;

• Excellent verbal, written, and listening communication skills;

• Time management skills;

• Knowledge of iOS operating system and Apple products.

• Ability to work independently and be a self-starter.

EXCEPTIONAL CANDIDATES WILL POSSESS

Bachelor’s degree in Accounting, Business Administration, Economics or related field or

equivalent experience in the non-profit sector.

Demonstrated knowledge of the theories, principles, practices and techniques of accounting,

records and information management.

Experience in developing and maintaining records for a non-profit board of directors.

Experience with the certified audit process.

Skilled in written and oral communication to effectively provide support for projects and

accomplish work in cooperation with others.

Knowledge and love Odessa’s Cultural Industry.

Odessa Arts is an Equal Opportunity Employer that does not discriminate on the basis of race,

color, religion, national origin, ancestry, citizenship status, age, disability (mental or physical),

sex, marital status, veteran status, sexual orientation, arrest record, genetic information, or any

other characteristic protected by applicable federal, state or local laws.

Salary will commensurate with experience. All interested candidates please send resume &

cover letter to randy@odessaarts.org.