Administrative Office Assistant

This position is filled. Thank you for your interest.

 

Position Summary

The Administrative Office Assistant serves as the lead on the organization’s day-to-day office operations and performs a variety of financial functions in the Quickbooks Online system, maintaining accurate and timely upkeep of financial records and constituent databases.  This role will coordinate frequently with the Executive Director, as well as external accountants to ensure accuracy of transactions, and may also assist with the daily opening/readiness of the museum to the public, as well as end-of-day close out of POS system/cash drawer on an as-needed basis.

Additionally, this role will drive the effort to build the museum’s membership support.   These duties include timely processing of new and renewed museum memberships, donation acknowledgment letters, and inputting of constituent information into the museum’s CRM database, the Little Green Light platform.    There may be a host of other administrative responsibilities in support of the Executive Director, Board of Trustees or other museum staff.

Position Details

• Regular, part-time employee; reports to the Executive Director.
• 18 hours per week. Some schedule flexibility may be required.
• Not eligible for health benefits or paid time off (PTO).
• On-site only position; no remote work.
• Hourly pay rate will be based upon prior experience.

Responsibilities

Financial

• Process incoming invoices (A/R) in Quickbooks and issue a check payment (or electronic payments) (A/P) as needed, and in a timely manner.
• Prepare the museum’s cash and check bank deposits each week through Quickbooks and deliver to local bank for deposit.
• Communicate regularly with the external accounting company representative to resolve any issues and coordinate with Manager of Museum Retail to reconcile the museum shop cash register.
• Manages disbursement of petty cash when required.
• Maintains accurate electronic files of financial information.
• Assist Director with yearly financial audit, in coordination with external accountants.

Administrative

• Assist Museum Director with coordination of facilities contractors, including the HVAC company, security alarm company, local insurance agency, and various Town of West Hartford department (fire, police, Leisure Services); also pest control, and other regular service vendors. Scheduling, contracts, payments, contracts, etc.
• Serves as a liaison with the museum’s Board of Trustees, keeping accurate board lists and e-archiving of monthly board packet for NWH record keeping. Assist Director with compiling of Board meeting materials and upload to the “Board Portal”.    
• Provides administrative support for museum departments, subject to availability.
• Reviews and distributes mail.

Office & Front-of-House Support

• Serves as museum’s first point-of-contact with telephone and email communications for vendors, the Board of Trustees, organizational partners and the general public inquiries.
• Assists with inquiries for museum events and fundraisers, in coordination with program manager, development director or facility rental coordinator.
• Manage inventory and purchasing of office and maintenance supplies.
• Keeps track of the building’s regularly scheduled maintenance.
• Maintains museum keys & site security codes.

Record-keeping

• Timely and accurate processing of museum memberships, a critical role in the ongoing efforts of the organization to grow and retain the supporter base.
• Achieves proficiency with museum donor database, assisting with appeal letters and mailings, and depositing and acknowledging donations.

General

• May coordinate with Manager of Visitor Services to schedule volunteers for “front desk” coverage.
• Support scheduled visitor services associates with front-end procedures when necessary.
• Other duties as assigned, which may include but are not limited to: assisting with Front-of-the-house duties, such as greeting and orienting visitors, operating the gift shop, etc.) and there may be occasional weekend on-site duty or helping with special events/programs on some nights or weekends (if schedule permits), as well as helping with meeting set-up and break-down, etc.

The Noah Webster House & West Hartford Historical Society is an equal opportunity employer. No employee or applicant will be discriminated against because of race, color, religion, gender, national origin, age, marital status, disability, veteran status, pregnancy, sexual orientation, gender identity/expression, genetic information or any other applicable legally protected status. The Noah Webster House & West Hartford Historical Society will consider all individuals for any position for which they are qualified and able to perform.

*Applicant must be able to pass a background check. 

About The Noah Webster House:

The Noah Webster House & West Hartford Historical Society interprets the life & legacy of Noah Webster; American founding father, educator, author and lexicographer, and preserves his boyhood home (a National Historic Landmark) in West Hartford, Connecticut.  The West Hartford Historical Society is a repository of three centuries of artifacts & archives from the town’s storied past.   The historic house and exhibit spaces are open for public hours Monday through Friday, 1:00 p.m.- 4:00 p.m & Saturday 10:00 a.m.- 2:00 p.m.

For more information, visit our website at noahwebsterhouse.org or call us at: 860-521-5362.

Updated October 1, 2025

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If you are interested in becoming involved with the museum, we encourage you to consider volunteering with us. Click here to learn more!