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Position Overview
Reporting directly to President/Publisher, the Office Manager will oversee and manage the administrative and financial responsibilities associated with Ingram’s Magazine and Show-Me Publishing, Inc.
The Office Manager should be able to work efficiently and effectively with little daily supervision and in accordance with GAAP (Generally Acceptable Accounting Principles) and in compliance with all laws, regulatory requirements and generally accepted standards and best practices applicable to the organization to minimize any potential risk to the organization. Must be organized, detail oriented, proficient with database management and able to meet deadlines.
RESPONSIBILITIES INCLUDE
• Overseeing all phases of Accounts Payable and Receivable, including timely and accurate invoice and check preparation and mailing, entering billing information into QuickBooks database and producing financial reports and analyses as required, liaising with vendors and donors regarding billings and collections, preparing and distributing year end 1099 and W2s, submitting bi-monthly payroll reports, reconciling monthly bank statements, and general banking.
• Responsible for overseeing, tracking, packaging, and distributing magazine inventory and sales;
• Miscellaneous on-going front-office administrative tasks such as electronic file maintenance, answering the telephone, monitoring mail, assisting with correspondence and mailings, and general problem solving.
• Providing administrative support in event planning, and outreach.
MINIMUM QUALIFICATIONS
A successful candidate must possess 2-4 years college in accounting, business administration or a related course, plus at least 1-3 years professional experience in bookkeeping with strong references (references will be checked).
• Demonstrates integrity and ability to act in a truthful manner, to present accurate and appropriate information and to exercise excellent judgment in regard to confidential information.
• Must be proficient in QuickBooks, MS Word, Excel and overall database management.
• Shows initiative, strong organizational skills, and attention to detail.
• Excellent interpersonal skills and the ability to work independently and as part of a team.
• Willingness to be flexible and to work on administrative tasks in addition to financial tasks.
PREFERRED REQUIREMENTS
Bachelor’s degree in a related field.
• 1-3 years office management experience.
• Familiarity using computers and programs and ability to troubleshoot.
PHYSICAL DEMANDS
Must be physically able to access all work areas and perform all tasks and services required to fully perform the requirements of the job.
• Personal transportation required.
• Must be able to lift 40lbs comfortably and safely (e.g., books and merchandise).
• Requires working under some pressure: meeting deadlines, handling schedules, establishing and maintaining cooperative and productive work relationships, members of the community, and partners in a tactful and courteous manner in a variety of situations.
• Availability to work additional hours or weekends, as projects or events demand.
Email: msweeney@ingrams.com
Or, upload the description in a text file. (.doc, .docx, .txt, .rtf only).
SAMPLE POSTING
Greater Baton Rouge Business Report – a winner of multiple national awards from the Alliance of Area Business Publishers for investigative reporting, feature writing and design-seeks an experienced and visionary executive editor to guide its print and digital publications.
Business Report is the premier business publication for Louisiana’s Capital Region, which includes Baton Rouge and eight surrounding parishes. Our print edition publishes biweekly; our twice-daily e-newsletter, Daily Report, publishes morning and afternoon editions packed with original reporting. Along with the www.businessreport.com website, these publications provide insightful content on topics and issues that engage the region’s executives, entrepreneurs and professionals.
An ideal candidate should bring a solid background in writing, editing and planning, as well as proven experience coaching, managing and engaging in-house and freelance journalists as well as photographers. An ability to put photography, illustrations and multimedia presentations to interesting use, collaborating with graphic and digital designers in conceptualizing content presentation is necessary. A collaborative spirit and a passion for high standards are a must.
RESPONSIBILITIES:
- Conceptualizing, planning and producing a biweekly business-to-business magazine with engaging content delivered in a variety of forms, including infographics, tip sheets and narrative, as well as occasional special publications. Generating ideas and leads for news, enterprise and investigative stories-and managing their execution-is a must.
- Managing Business Report’s digital presence, with a focus on developing and executing innovative content
- Managing a full-time staff of six as well as contract/freelance writers and photographers
- Serving as a key member of the management team with a strong voice in strategic initiatives and collaborating as needed with other divisions of Louisiana Business Inc., including production, sales and special events
SKILLS:
- Storytelling experience in multiple formats
- An ability to generate ideas and leads for news, enterprise and investigative stories
- Solid editing skills and focused attention to detail in a fast-paced environment
- An ability to engage and inspire writers and photographers to produce engaging and creative content
- Forward-thinking with a working knowledge of current industry trends
- Networking savvy and business acumen
- Working knowledge of Microsoft Office Suite, WordPress, Adobe inCopy, Google Drive and data visualization products such as Tableau, as well as an ability to embrace new technologies, is preferred
REQUIREMENTS:
- 3 to 5 years in editorial management
- Degree in journalism or comprehensive experience in publishing, including digital
This is a full-time, permanent position. Salary is commensurate with experience.
TO APPLY:
Interested candidates should email a detailed resume, journalistic work samples and a cover letter expanding on interest in and qualifications for the position to – [your contact info]