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Financial and Administrative Manager - The History Center in Tompkins County

  • July 26, 2022 11:45 AM
    Message # 12862710
    Amelia Whitworth (Administrator)

    Job Location: Ithaca

    Job Title: Financial and Administrative Manager

    Institution: The History Center in Tompkins County

    Institution Website:

    About the Institution: The History Center in Tompkins County is a local history museum located in Ithaca, New York. We are a generation-to-generation education and research center preserving the history of Tompkins County, New York. The History Center helps people use the tools of history to understand the past, gain perspective on the present, and play an informed role in shaping the future.

    Historic Ithaca, established in 1966 as a community response to threats to downtown Ithaca landmarks, is the non-profit voice for preservation in Tompkins County and the Finger Lakes Region. We engage in advocacy and provide Preservation Services to individuals, businesses, and municipalities throughout the Finger Lakes Region. We maintain a Library of the Built Environment, sponsor tours and lectures, and conduct hands-on workshops. Since 1991 we have operated Significant Elements, our non-profit architectural salvage store, through which we provide job training to youth and young adults with barriers to employment in our Work Preserve program.

    Job Description:
    The Financial Manager/Administrator is responsible for the financial operations of The History Center and Historic Ithaca, maintaining their financial databases, processing financial transactions, and ensuring fiscal accountability. The Administrator assists the Executive Directors in coordinating human resources operations, managing payroll and employee time records. In addition, they will serve as a general office manager, managing supplies, equipment, and retail sales. The position assumes 5 – 10 hours per week at Historic Ithaca, and 20 hours per week at The History Center, for a total of 25-30 hours per week. Hourly rate is $22.00/hour. Some duties may be performed remotely, with the proper internal controls. Some job responsibilities require work on site, so the position is only open to people located in and around Tompkins County.

    There is the future potential for this position to expand to 37.5 hours/week, based on available public funding. A determination will be known by the end of 2022, for the start of full time in January 2023. Candidates able to expand their availability will be prioritized in the hiring process.

    Bookkeeping: Applies to both The History Center and Historic Ithaca.

    Oversee QuickBooks accounts for each organization.
    Process and pay invoices.
    Prepare and post deposits.
    Prepare invoices and maintain accounts receivable.
    Reconcile bank statements on a monthly basis.
    Prepare monthly financial statements to be reviewed at monthly Board meetings.
    Work with Executive Directors and Boards to prepare annual budgets.
    Maintain donor databases.
    Prepare and oversee annual Review and/or Audit with contracted CPA.
    Participate in monthly Finance Committee meetings.
    Keep accounting practices and procedures up to date.
    Provide financial support for grant proposals, management, and reporting.
    Human Resources: Applies to both The History Center and Historic Ithaca.
    Process biweekly payroll.
    Collect and maintain employee time sheet records, including time off schedules.
    Keep abreast of employment regulation changes.
    Provide and process paperwork for new hires.
    Administrative Support: Limited to The History Center in Tompkins County.
    Manage supply orders with other staff.
    Serve as resource for equipment or other office operations.
    In collaboration with the Marketing Coordinator, manage retail sales on-site, at events as needed, and through the online bookstore
    Coordinate facility rental by 3rd parties for the Tompkins Center for History and Culture building
    Other duties as assigned by Executive Director.

    Qualifications and Experience:
    The ideal candidate possesses a Bachelors or Associate degree in accounting or finance (preferred). Relevant experience with comparable non-profits or small businesses can be substituted for a degree.

    In addition to demonstrated proficiencies with Excel and QuickBooks (preferred) or a comparable software platform, successful candidates will have the following attributes:

    Attention for detail.
    Ability to meet deadlines.
    Exceptional organizational skills.
    Ability to prioritize projects.
    Excellent data entry skills.
    Knowledge of accounting and financial best practices.

    Application Instructions:
    Interested applicants should provide a 1-page resume, and a brief cover letter outlining their interest in the position. Please combine both items into a single pdf and email the document to Benjamin Sandberg at
    Applications for this position will be accepted on a rolling basis. Interviews will begin immediately and continue until a candidate is hired. Candidates will be notified if they are no longer being considered for the position, or when the position is filled.
    Please direct questions regarding the position to Benjamin Sandberg at

    This Position is: Hybrid

    Position Type: Part-Time

    Salary range: 22.00 per hour

    Benefits: Paid time off

    How to Apply: Benjamin Sandberg,

    Job Closing Date: 9/30/2022

The Museum Association of New York helps shape a better future for museums and museum professionals by uplifting best practices and building organizational capacity through advocacy, training, and networking opportunities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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