Administrative Assistant & Bookkeeping Support

Status: Part-Time (12–20 hours per week)
Pay Range: $22–$32 per hour (commensurate with experience)
Reports to: Director
Work Setting: On-site, small non-profit museum environment

Position Overview

The Administrative Assistant & Bookkeeping Support position plays a vital role in ensuring the smooth daily operation of a dynamic, mission-driven museum. This individual provides essential administrative leadership, financial recordkeeping, and visitor-facing support that allows the organization to operate with professionalism, accuracy, and warmth.

Working closely with the Director, this position supports museum programs, maintains financial integrity for grants and donors, and helps create a welcoming environment for visitors and community partners.

This role is ideal for a highly organized, detail-oriented professional who enjoys working in a collaborative cultural environment and is motivated by heritage preservation, education, and community impact.

Key Responsibilities

Administrative Support

• Manage daily office operations and correspondence

• Maintain organized digital and physical filing systems

• Assist with scheduling, internal communications, and recordkeeping

• Support preparation of reports, documents, and presentations

• Manage a digital calendar

Bookkeeping & Financial Support

• Maintain accurate financial records

• Process accounts payable and receivable

• Reconcile bank and credit card statements

• Assist with donor tracking and grant reporting documentation

• Support audit preparation as needed

Program & Visitor Support

• Assist with logistics for museum programs and events

• Provide occasional front desk or visitor service support

• Coordinate with staff and volunteers as needed

Required Qualifications

• Experience in bookkeeping, accounting support, or administrative finance

• Proficiency in Microsoft Office (especially Excel)

• Experience with accounting software (QuickBooks or similar preferred)

• Strong organizational skills and attention to detail

• Clear written and verbal communication skills

• Ability to work in a small-team setting

Preferred Qualifications

• Experience in a nonprofit or cultural institution

• Familiarity with grant documentation and reporting

• Customer service experience

• Interest in history, archaeology, anthropology, or museum work

Physical & Practical Requirements

• Ability to sit for extended periods

• Occasional light lifting (up to 20 lbs)

• Ability to move between office and public spaces

Additional Information

Employment is contingent upon a satisfactory background check.

The Museum is an equal opportunity employer.

To Apply

Please submit: Resume and a Brief cover letter outlining relevant experience

Applications will be accepted until the position is filled.

Heritage of the Americas Museum

c/o : Bob Bordelon

12110 Cuyamaca College Drive West

El Cajon, CA 92019

(619) 670-5194