Accounting & Administrative Specialist

Company Name: 

Pittock Mansion Society


3229 NW Pittock Dr
Portland, OR 97210


Job Description: 

Title:  Accounting and Administrative Specialist

Reports to:  Director of Finance and Administration

Type:  Full-time/Non-Exempt

Wage: $21-23/hour plus benefits

Pittock Mansion is a house of beauty and historical significance. Operated as a historic house museum, the home provides a revealing glimpse of Portland’s past. Having grown to well over 100,000 annual visitors in recent years, Pittock Mansion is one of the top destinations in Portland. We are seeking an Accounting & Administrative Specialist to join our team. The Accounting and Administrative Specialist monitors and processes day to day financial transactions, provides general office support, and provides administrative assistance to the Executive Director.

Responsibilities include:


  • Accurately and promptly record all invoices and receipts to ensure timely processing and payment of all accounts payable including company credit card and petty cash reimbursements
  • Process, record, reconcile, and audit all income, including daily receipts from admissions and museum store
  • Prepare bank deposits daily, including making deposits at the bank
  • Monitor credit card charges, payment discrepancies, refunds, returns and miscellaneous charges
  • Process bi-weekly payroll
  • In coordination with management, gather, reconcile and process all necessary reports and reconciliations for month-end, quarter-end and year-end reconciliation and reporting
  • Assist with creation of annual budget, and work with management to track budget-to-actual performance
  • Work with management to gather essential documentation and records for annual filing of Form 990 and 1099’s
  • Update financial and accounting policies in coordination with management and the Finance Committee
  • Accounting research, including new accounting rules for non-profits
  • Maintain historical records in keeping with the organization’s Document Retention Policy


  • Maintain general office equipment, including troubleshooting and service requests
  • Basic IT troubleshooting and support, including submitting support tickets to IT consultant when needed
  • Maintain office, building, and PPE supplies, including ordering and re-stocking
  • Appointment/Meeting Scheduling, including staff meetings

Executive Support:

  • Meeting scheduling, preparation, support and set-up
  • Administrative support tasks including correspondence, filing, reports, presentations and research
  • Administrative support for the Board including correspondence, compiling and distributing meeting materials, working with Board Secretary to prepare meeting minutes (including attending meetings to take notes if needed). Requires some evening hours (approximately once a month or less).

In addition to the above duties, special projects and related accounting and administrative support duties as deemed appropriate by direct supervisor or Executive Director.

Skills Required:

  • 2 years accounting related coursework and 2-4 years related bookkeeping experience in an office setting. An equivalent combination of experience, training and education will be considered.
  • Exceptional time management and organizational skills, with a high level of attention to detail and ability to effectively multi-task
  • Highly proficient in Microsoft Office, particularly Excel and PowerPoint
  • Experience with accounting software, QuickBooks experience strongly preferred
  • Experience with bank reconciliation and tracking credit card transactions
  • Payroll processing experience preferred
  • Non-profit bookkeeping experience preferred
  • Basic IT and Office Equipment knowledge and troubleshooting skills
  • High level of professionalism, responsibility, flexibility and confidentiality
  • Excellent communication skills, both verbal and written

Physical Activities / Environmental Conditions

  • Light to medium work that includes moving objects up to 30 pounds
  • Workstations may not be in a climate-controlled environment
  • Wearing of personal protective equipment (e.g. face covering, gloves) may be required

Pittock Mansion Society offers an excellent benefit package including employee paid medical and dental insurance, PTO, retirement plan with company match up to 3%, and an Employee Assistance Program.

Please submit your cover letter and resume to Please include “Accounting & Administrative Specialist” in the subject line. No phone calls, please.

Qualified candidate must complete background check prior to hiring.