Accounting Assistant

Mackinaw City, Michigan
Mackinac State Historic Parks

Department: Administration/Accounting
Location: Petersen Center, Mackinaw City
Job Status: Full Time, benefited
Pay Rate: $20.35 to $25.24 based on experience

SCOPE OF DUTIES:

This position functions as a member of the Mackinac State Historic Parks (MSHP) administrative team, reporting to the Chief of Accounting. The accounting assistant will provide support functions required to carry out the administrative responsibilities and work of the organization. This position will provide receptionist duties and a full range of technical support for inventory as well as general clerical support.

WORK LOCATION:

This position is based in Mackinaw City year around.

RESPONSIBILITIES:

DUTY 1: General Duties Museum Store Administrative Duties

• Process inventory transfer order, damaged items and requisition forms.
• Maintain the back-office inventory processing transfer orders as needed.
• Place book orders as needed.
• Perform monthly bank reconciliations of all bank accounts. Scan all bank statements and reconciliations monthly to be stored electronically.
• Perform monthly balance sheet reconciliations for Accounts Receivables. Send out past due Accounts Receivable invoices as needed.
• Monitor Point of Sale system for open orders that should be closed and close them as needed. Invoicing in galaxy as needed.
• Monitor Accounts Receivables with the CFO and Accounting Technicians

DUTY 2: Receptionist/Front Desk Duties

• Serves as main receptionist for the Sinclair Avenue Office location. Receive and direct phone calls and greet visitors. Respond to visitors and general inquiries by telephone, in person, by email and in writing. Keep phone listing updated. Coordinate and/or schedule telephone system maintenance or service as needed.
• Process and distribute incoming and outgoing mail and packages. Coordinate interoffice mail.
• Maintain schedule for organization meeting rooms.
• Handle lost and found items.
• Attend to the flag daily.
• Keep the front office copies of the Process and Procedures Manual and Crisis Handbook up to date.
• Maintain schedule Cannon Firings/Guns Across the Straits (GATS)

DUTY 3: Administrative Support Services

• Provide general administrative support to professional staff, file paperwork and perform various clerical functions as assigned. Perform typing and general work processing for managers, including park operations.
• Dispense Ferry Tickets and log boat tickets as needed.
• Assist with operating standard office equipment including calculators, copy machines, postage, machines, fax machines. Request service, if needed. Set up and update online accounts as requested.
• Order and maintain office supplies.
• Update the Visitors Guide phone list yearly with marketing.
• Participate in any committee assigned to by the Director.
• Assist seasonal staff with housing arrival/departures as needed and general information.
• Coordinate Salvation Army donation drop offs.
• Pickup/drop off administrative staff as the boat docks as requested.

DUTY 4: General Sales Support

• Prepare and send invoices to group tour companies, schools and scouts, street sweeping, park partners, educational outreach and book vendors.
• Process credit card payments of groups, wedding, and other special visitor programs.
• Keep a log of all incoming checks, cash, and receipts. Keep a log of all written receipts from the Mainland and Island Offices.
• Process orders for online sales.
• Process retail and wholesale book order.
• Schedule cannon firings/GATS

SUPERVISION:

This position is supervised by the Chief of Accounting and does not supervise other staff.

REQUIREMENTS:

Completion of high school or equivalent

KNOWLEDGE, SKILLS AND ABILITY REQUIED:

• Must possess excellent communication skills, both verbally and in writing.
• Ability to interact in a friendly, approachable, and consistent manner.
• Ability to interpret instructions and guidelines, and able to monitor deadlines.
• Proficiency with personal computer systems and associated accounting software as well as Microsoft Word, Excel and emails.
• Ability to work and make decisions as well as carry out tasks that are routine for position or additionally assigned.

PHYSICAL: Ability to do the following activities, with or without reasonable accommodation.

• Frequent lifting and/or carrying of heavy objects (file boxes).
• Walking long distances through parks and up steep inclines in all weather.
• Frequent twisting, bending, stooping, reaching, and grasping.
• Sitting or standing for full shift.
• Ability to use ferry boat transportation to and from Mackinac Island, and bridge transportation to St. Ignace.

EMPLOYMENT INFORMATION:

Mackinac State Historic parks are managed by the Mackinac Island State Park Commission (MISPC), an independent agency of the State of Michigan. This position is based in Mackinaw City on a year-round basis with assignments to other MSHP sites as needed. The accounting assistant may be required to travel in-state, to MSHP facilities in Lansing or on Mackinac Island as park needs dictate. This is an annually renewable contractual position: this is not a Civil Service position. Benefits are as published in the MISPC Economic Benefits Guide for revenue bond employees. All MSHP facilities are non-smoking.

Salary/Compensation: $20.35 – $25.24 per hour