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Cambridge Office for Tourism

Cambridge Office for Tourism is a dynamic tourism office located in the heart of Harvard Square. Our non-profit organization plays a key role in marketing Cambridge, MA as a destination worldwide. The office has served as the central hub for tourism marketing and visitor information for the City of Cambridge for over 25 years. Our mission is to convey the city’s vibrancy to residents, students, leisure travelers and business/meeting planners both nationally and internationally to drive and grow tourism traffic. The office promotes the art, culture, music, dance, cuisine, hotels, attractions and universities that abound in Cambridge.

Job Summary

We are seeking a self-motivated, energetic, and detail oriented person to provide ongoing support to office staff through administrative, accounting, bookkeeping, and HR focused tasks.

Duties/Responsibilities

This role is responsible for providing ongoing support to management staff, as determined, and as assigned by the Executive Director. Many tasks require independent planning and prioritization and excellent time management skills. Duties include a mix of clerical and administrative duties, with a focus on accounting tasks and HR responsibilities.

Accounting Tasks

• Record, track and reconcile all funds that flow in and out of the organization. Responsible for handling all Accounts Payable and Accounts Receivable transactions, and properly record and track these transactions in Quickbooks Online.
• Must be able to collaborate closely with office staff as needed to review financial reports to ensure a proper and full understanding of income, expenses and cash flow. Perform monthly reconciliation process and address any account discrepancies to ensure proper tracking and spending across office departments.
• Create standardization of a monthly financial review process with office staff, alongside assistance in preparing regular presentations of finances to our Board of Directors, oversight committees and an annual budget review. This includes the ability to organize and analyze month-to-date, year-to-date and forecasted revenue and expenses within Quickbooks Online and various Excel worksheets.
• Perform quarterly sales tax reporting to the State, and other required reporting as needed.
• Assist the office’s CPA firm with year end tax preparations

Office Management Tasks

• Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment, maintaining contact lists, scheduling meetings and assistance with the creation of reports for office staff as needed.
• Work independently and within a team on special and nonrecurring/ongoing projects as assigned by the Executive Director.

Human Resources Tasks

• Responsible for processing bi-weekly payroll and the tracking of all payroll data, including employee attendance, PTO, leaves of absence, etc.
• Record and manage benefits including insurance plans and Simple IRA contributions.
• Compile and process employee documentation and records, including updates to the Employee Handbook.
• Serve as the reliable source of information for employees, promptly answering questions regarding payroll and benefits.
• With the oversight of the Executive Director, assist with recruiting and hiring tasks such as reviewing resumes, conducting and scheduling initial interviews, and follow up with potential candidates.
• Conduct initial orientation and onboarding for newly hired employees.

Skills & Qualifications

• 3-5 years of administrative office experience
• Proven experience with Quickbooks online with an Accounts Payable and Receivable background; Quickbooks Certification a plus.
• Aptitude for understanding financial reports and extracting information, while being able to simplify and communicate to various audiences.
• Tact and professionalism when it comes to handling confidential information.
• Proficiency with technology, and the ability to pick up new software easily. Strong working knowledge of both the Microsoft and iWork suites preferred.
• Understanding of Massachusetts labor laws.
• Effective verbal and written communication.
• Strong organizational and interpersonal skills with attention to detail.
• Ability to prioritize, coordinate, multi-task and demonstrate initiative.

Physical Requirements

• Must be able to work at a computer for extended periods.
• Must be able to lift 15 pounds at times.

Pay for this position will be commensurate with experience. Interested candidates should email a resume and cover letter to: info@cambridgeusa.org.

Job Type: Part-Time

Schedule: 24 hours per week

Work Location: In office, Harvard Square, Cambridge, MA 02138

The office will schedule in-person interviews. No phone calls.

Job Type: Part-time

Expected hours: 24 per week

Work Location: In person