Hay Wagon in Front of PA Bank BarnCurrent Openings

Job Title:       Office Coordinator
FLSA:           Non-exempt; Part time
Date:            07/25/2016
Resumes:   Email to administrator@quietvalley.org

Position Function: To manage the day to day office tasks, perform bookkeeping and accounting functions and assist with maintaining the organization’s website of Quiet Valley Living Historical Farm.
Job Relationships:
Supervises:  None
Supervised by:  Administrator


  • Represent Quiet Valley with a positive, respectful, and courteous attitude and demeanor with other staff and the public at all times.
  • Participate in supervisory and team meetings as requested.
  • Know and follow appropriate emergency procedures as set forth by Quiet Valley policy.
  • Complete work related tasks, not specifically set forth in the job description, as requested by Supervisor.


  • Respond to telephone, email, vocal messages and written correspondence as appropriate. Refer inquiries to staff personnel.  Take basic information for school reservations and refer to education director as instructed.
  • Prepare correspondence and reports as directed. Record daily attendance.
  • Disseminate media information to free papers, maintaining lists of reservations for programs.
  • Photocopy and prepare print materials as needed. Laminate signs, etc., as needed.
  • Maintain office equipment, including computers, software, and internet services.
  • Record financial and in-kind donations. Provide information to administrator; provide reply letters if directed to do so.
  • Assist with website postings as required by Marketing Director
  • Organize and maintain office files.
  • Maintain & purchase office supplies.
  • Assist as needed with special events.
  • Participate on work place safety committee.


  • Work with Administrator and Treasurer of organization to maintain proper balances in accounts and arrange a transfer of funds when the balance in the checking account is insufficient.
  • Purchase materials as directed by Administrator.
  • Participate in Finance Committee and Budgeting meetings as requested.
  • Count daily receipts from Gift Shop and mail, record deposits and deliver to bank.
  • Collect, record and pay invoices and bills in a timely manner.
  • Create & mail invoices.
  • Accurately record all income from admissions, gift shop, sales, etc. in financial management software.
  • Process payroll every other week.
  • Prepare and file all required monthly and quarterly local, state, and federal payroll taxes and sales taxes.
  • Assist Board member on monthly Bank Reconciliations.
  • Create monthly backup of accounting software.
  • Prepare Gift Shop consignment payments as directed by Gift Shop coordinator.
  • Reconcile all income accounts quarterly.
  • Create financial reports for Administrator and Board of Directors.
  • Work with auditors annually, creating reports, recording adjustments to accounting software and providing and explaining records.
  • Prepare & file annual payroll tax reports.
  • Prepare and distribute yearly W-2 forms to all employees.


  • Maintain membership data base.
  • Receive & post membership applications. Mail new cards.  Prepare and mail renewal invoices.
  • Review and send free passes to organizations requesting them for auctions, tricky trays, etc.
  • Create monthly backup of membership records.


  • Minimum education of a high school diploma or GED.
  • Knowledge of standard accounting procedures and software (Quick Books), payroll creation and reporting, secretarial tasks, office equipment, computers and related software, Publisher, Excel and Access.

Working Conditions:

The position is approximately 20 – 25 hours per week, varying day to day with the workload, with most work duties taking place during the regular week.  Some weekend work required.