​

Office Coordinator (Part-Time, Non-Exempt)

Location: Old Economy Village (on-site), Ambridge, PA
Schedule: Approximately 20 hours per week; variable schedule
Compensation: $22–$25 per hour, based on experience (overtime at time-and-a-half for hours over 40/week)

​

About the Site

Old Economy Village is a National Historic Landmark located 18 miles northwest of Pittsburgh along the Ohio River in Ambridge, Pennsylvania. The site includes 17 historic buildings and gardens preserving the legacy of the Harmony Society, one of the most successful 19th-century religious communal societies.

The Office Coordinator supports the administrative and financial operations of the Friends of Old Economy Village (FOEV), the nonprofit partner organization dedicated to advancing the site’s mission and programs.

​

Position Overview

The Office Coordinator is a key member of the administrative support team, working on-site to assist the FOEV Board President, Finance Committee, and Site Administrator. This role combines bookkeeping and general office administration to help ensure smooth daily operations and strong financial stewardship. The ideal candidate is organized, detail-oriented, and comfortable managing both financial records and general office responsibilities in a historic nonprofit environment.

​

Key Responsibilities

Bookkeeping

• Accurately record all financial transactions using QuickBooks Online

• Manage accounts payable and receivable, general ledger entries, and invoicing

• Write checks, process deposits, and reconcile accounts

• Record income, expenses, and donations; maintain records of assets and liabilities

• Track employee timesheets and process payroll

• Prepare monthly financial reports, including profit and loss statements and balance sheets

• Assist with budgeting and forecasting

• Collaborate with external accountants to close books and support audits and tax filings (including W-9s, 1099s, and 990 filings)

• Maintain insurance records, payments, and renewals

• Assist with tracking and reporting grant expenditures

• Ensure proper handling and depositing of cash

 

Administrative

• Answer FOEV phone calls, check and respond to voicemail

• Open and distribute mail; perform general office duties (typing, filing, operating equipment)

• Maintain donor and membership records using DonorSnap

• Assist with membership renewals and fundraising support activities

• Prepare correspondence, including thank-you letters, tax letters, bulk mailings, and mail merges

• Help maintain an organized and professional office environment

• Assist with website updates and event publicity materials

• Support various departments and programs as needed

• Attend relevant FOEV meetings or events

• Make trips to the local bank and post office

 

Qualifications

• High school diploma or equivalent, plus 2–3 years of relevant experience

• Strong bookkeeping skills and accurate data entry; nonprofit experience preferred

• Proficiency in QuickBooks Online, Microsoft Word, and Excel

• Ability to learn additional software systems; basic website management skills a plus

• Strong analytical and problem-solving skills

• Ability to work collaboratively with board members, volunteers, staff, and state employees

• Valid driver’s license and proof of vehicle insurance

• Interest in working in a historic nonprofit setting and learning about the Harmony Society and related educational programs

 

Physical Requirements

Work is primarily sedentary and performed indoors in a retail and historic museum setting. Duties include standing, sitting, bending, operating computer equipment, lifting up to 30 pounds, walking outdoors between site buildings, and climbing steps.

 

Background Check & Pre-Employment Screening

Employment is contingent upon successful completion of a criminal records and financial background check, Child Abuse History Clearance, and a QuickBooks Online assessment.

​

To Apply: Please send your resume, including email and cell phone number, to: Carolyn.OldEconomy@gmail.com.