Box Office Manager

3 weeks ago

Hagerstown, United States Maryland Citizens For The Arts Full time

Position Summary : Reporting to the Executive Director, the Box Office Manager is responsible for the overall management of daily financial accounting, reporting, and office organizational needs.

Supervisory Responsibilities:

None

Essential Functions:

Box Office

· Provide front line stewardship and fulfillment for patrons (ticket buyers) and donors to the MSO. This includes selling tickets and subscriptions, providing excellent customer service for patrons and donors while fulfilling patron and/or donor benefits, and conveying feedback to management.

· Responsible for CRM (customer relationship management) database management. This includes serving as the primary gatekeeper and manager for the Salesforce-based CRM platform (PatronManager).

· Direct the ongoing maintenance of PatronManager to ensure accurate and efficient ticketing of events. Oversee the maintenance of all donor, subscriber, and ticket buyer records. (NOTE: Successful candidate will be expected to complete the coursework and PatronManager admin certification within 6 months of hire.)

· Transport Box Office equipment to the Maryland Theatre Box Office for concert performances and manage all box office operations from the Maryland Theatre Box Office on concert weekends.

· Work with Maryland Theatre ushers and representatives at performances to manage patron issues related to seating and ticketing.

· Recruit, hire, train, and schedule volunteers. Provide training and assignments to volunteers at each concert performance or event.

· Maintain a system of timely deposits, ticket audits, and concert settlements.

Accounting:

Manage, implement, and monitor financial activities, policies, procedures, and internal controls to ensure accuracy, efficiency and timeliness.

Process all bank deposits; record in QuickBooks accounting software.

Record in QuickBooks accounting software all ticket sales and donations created through the Patron Manager ticketing software.

Maintain and process accounts payable. Prepare checks and pay other bills online.

Prepare invoices, pledge billings, automated recurring donations, and other accounts receivable.

Perform bank and brokerage account month-end reconciliations.

Prepare staff and musician payrolls and pay the appropriate payroll taxes and other payroll deductions as instructed.

Maintain staff paid time off schedules.

Prepare journal entries and monthly close.

Produce monthly financial statements.

Submit copy of checking account register to the Assistant Treasurer for review.

Prepare and distribute departmental general ledger information to staff.

Maintain copies of the following financial documents: Articles of Incorporation, IRS Determination Letter of Tax Exempt Status, Maryland Charitable Registration, audited financial statements, IRS Form 990, Sales and Use Tax Exemption Certificate.

Interface with external accountants and auditors.

Ensure security of sensitive financial and personnel information.

Dispose of financial records according to retention schedules and policies.

Provide staff with the financial data and reports needed to submit proposals and grants.

Compute and submit financial information needed to maintain and update organizational memberships for BMI, ASCAP, and the League of American Orchestras.

Audience Development & Community Engagement

· Engage in research and provide statistical and demographic patron information to the Director of Marketing and Board of Directors, as needed.

· Provide reports to assist in the development of pricing strategies and policies that fulfill revenue/attendance goals.

· Provide direct support and leadership related to community engagement events planning and execution. Maintain guest lists, gather and prepare registration materials, and other duties as assigned for pre- and post- concert events/experiences.

General Office:

Respond to existing and prospective patrons, donors, community partners, and vendors in response to inquiries through phone, email, website, and in person contacts.

Maintain organizational memberships.

Run errands to bank, post office, vendors’ offices, etc. as needed.

Maintain office supplies and servicing of office equipment.

Responsible for upkeep and positive public image of office space.

Perform other duties as assigned.

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