Business Office Manager

OVERVIEW:  The ideal candidate must have a minimum of three years’ experience in an administrative position, preferably in an arts not-for-profit. Must be detail oriented and organized, with the ability to handle multiple projects, work efficiently, autonomously, and under pressure. Excellent oral and written communication skills as well as professional telephone etiquette are required. Superior computer skills in Word and Excel.  Strong QuickBooks knowledge and donor database management are also required. Individual must be able to work independently as well as with a team.

The Business Office Manager is responsible for overseeing the daily administrative functions of the office including but not limited to, finance, performing basic accounting duties, budget, benefits, facilitating payroll, human resources, compliance, and other functions with the organization. Serve as primary contact with external auditor, insurance agents, investment advisor, and organizational licensing agencies.

Key Duties & Responsibilities

Basic Accounting Responsibilities

  • Accounts Payable in QuickBooks  
  • Compiling Check Runs
  • Enter deposits into QuickBooks.
  • Maintain Organization’s system of accounts
  • Responsible for recording the reconciliation of assets, liabilities, revenues, and expenses on a monthly basis which include pledge receivables, deposits, prepaid expenses, accounts payable, benefits/obligation, sales tax, 1099-MISC, and sale transactions
  • Responsible for managing the check file, outgoing wires, and incoming ACH/wires, in accordance with the PBS Accounting and Finance Policies and Procedures
  • Manage final review of accounts payable invoices and pay/schedule vendor checks
  • Review existing internal controls and create new ones as needed
  • Open and close the fiscal year and accounting modules
  • Coordinate and work with CPA on Annual Audit
  • Oversee and prepare audit worksheets
  • Responsible for executing and following up the audit management letter comments
  • Prepare and review financial statement of position and statement of activities reports
  • Discuss monthly financial reports with Board Treasurer and Chair, as needed.
  • Prepare financial statements and Treasurer’s report for Board meetings
  • Prepare and manage budget worksheets
  • Schedule budget meetings with Board Chair, Treasurer and CEO to review the budgets
  • Input budget data into the accounting system
  • Distribute final budget reports to team members
  • Prepare budget narratives and financial reports
  • Supervise team members as they manage their elements of the budget and implementation thereof
  • Review reports with Board Chair, Treasurer and CEO
  • Present budget to the Board Finance and Executive Committees
  • Prepare giving analysis report
  • Assist with fundraising campaigns and event reports
  • Serve as primary contact for questions about charitable contribution receipts and tax vs non-tax deductibility
  • Prepare the financial requests and reports for grants
  • Assist with fulfillment of all membership, sponsorship, and donor benefits  
  • Become knowledgeable in all aspects of PatronManager (CRM)
  • Work effectively with team members and communicates information when necessary

 

Payroll and Human Resources

  • Onboard New Employee (Paychex setup, handbook overview)
  • Process bi-weekly payroll.
  • Process the final step in payroll, print out/file bi-weekly payroll reports.  
  • Reconcile W-2s to Paychex reports
  • Develop, maintain, and supervise all human resources systems, policies, procedures, and ensure compliance
  • Update the handbook as necessary.
  • Have a basic understanding OSHA workplace requirements (or become familiar with them upon hire)
  • Maintain employee files, including the employment documents and confidential correspondence
  • Ensure job descriptions are up to date and in compliance with exempt vs non-exempt classifications
  • Be sure organization is current and compliant with employee issue such as; OSHA, timesheets, employee handbook, employee policies, and COVID-19-
  • Perform the background check for new employees and send employment welcome letters to explain pay and benefits
  • Research and compile salary surveys for raise information
  • Prepare final compensation reports for CEO’s review
  • Draft employee raise letter for CEO signature and distribute to team members
  • Responsible for recordkeeping of employee benefits including PTO, health insurance, etc.
  • Update Employee Handbook as benefits change, work with Board and/or attorney to update documents

 

Support and General Office Management

  • Contact for renewing permits and registrations including non-profit, DBA’s, and charitable solicitations
  • Contact with building licensor, IT, and utility companies including Comcast and AT&T  
  • Contact for commercial insurance policies, including the building contents, liability, workers compensation  
  • Complete the annual insurance applications
  • Prepare the Florida Charitable License and Florida Corporation Annual Reports
  • Prepare the Florida state sales tax return and Form 1099-Misc.
  • Prepare or oversee the preparation of supporting tax schedules for the Form 990 (which is prepared by the auditing firm)
  • Attend the Finance, Development, and weekly Staff meetings
  • Create agendas and take minutes for development, BOD and committee meetings and follow up when necessary
  • Assist with answering telephones, and greet visitors as needed
  • Responsible for ordering and tracking supplies for general office use

 

Position Requirements

The Business Office Manager will be a top-notch administrator who will also have the following experience and qualifications:

  • Bachelor degree preferably in Business Management, Finances, and/or Arts Administration  
  • At least 5 years prior experience as an accountant or similar role within the non-profit industry
  • Strong knowledge of fund accounting and non-profit specific accounting requirements, including recent pronouncements and those pertaining to contributions/exchanges.
  • Strong knowledge of Microsoft Office, Strong Knowledge of QuickBooks Desktop.
  • Required experience in performing payroll and HR functions
  • Demonstrated excellence in organizational and communication skills, both written and oral, especially when presenting monthly financial data and analytics to team members and the Board
  • Ability to work independently and as a team player with staff, CEO, Chair and Board to further the mission and vision of the Organization
  • Effective at working with others to reach common goals and objectives  
  • Ability to be collaborative, inclusive, tech savvy and motivate and take initiative and to manage multiple tasks and projects at a time
  • Ability to perform work duties in person at the Organizational headquarters in downtown West Palm Beach.

Submission Details

Qualified applicants should email a resume and cover letter to: careers@palmbeachsymphony.org with “Business Office Manager” in the subject line.    

Please include a cover letter with the following information:  

Availability, salary history and requirements

How you learned of the position  

Description of how your qualifications and experience match Palm Beach Symphony’s needs.  

JOB TYPE: Full-time

SUBMISSION DEADLINE: September 30, 2021

Only electronic submissions will be considered. All nominations and expressions of interest will be held in the strictest confidence. Salary is commensurate with experience, within the framework of the organization’s annual operating budget. For complete description and application instructions, please visit https://www.palmbeachsymphony.org/contact-us/opportunities  

The Palm Beach Symphony is an Equal Opportunity Employer and actively seeks a diverse pool of candidates.  

About Palm Beach Symphony

The mission of Palm Beach Symphony is to engage, educate, and entertain the greater community of the Palm Beaches through live performances of inspiring orchestral music. Palm Beach Symphony was founded in 1974 in recognition of the need for a professional orchestra in Palm Beach. The 46th season begins a new era for the orchestra, led by newly appointed and celebrated Music Director Gerard Schwarz.

The Symphony has grown and expanded from its early, small beginnings in 1974. It has worked and succeeded in becoming a key cultural force in the area through high quality concerts and fine dining experiences, social and community events, and educational outreach programs. The Symphony’s educational programs include a Children’s Concert Series, STEAM, Side-by-Side Concerts, in-school performances, Educational and Teachers Resources, performance opportunities, open dress rehearsals, and tickets for select performances throughout the year – all provided to students of all ages and grade levels at no cost to them.  

SPECIALTIES: Palm Beach Symphony, Symphony, Nonprofit, Cultural Arts Music, Classical Music, Orchestra, Maestro Gerard Schwarz, Marketing, Communications, Performance