Office Administrator and Database Specialist

Submission Deadline: Friday, September 13th

Please submit a cover letter, resume and salary requirements to Press Southworth, Executive Director at by Friday, September 13.

Job Summary

The Office Administrator and Database Specialist provides support for the internal operations of Jazz Arts Group (JAG). This position manages all financial transactions, enters and maintains donor information and provides general office administration duties for the organization. This role requires someone who is a fast learner, problem solver and team player who has a great customer service and task-oriented mentality. This position must frequently exercise independent judgement, initiative, and the ability to constantly reprioritize competing responsibilities.

Job Tasks and Responsibilities

  • Greets visitors in person and by phone; provides outstanding customer service to Jazz Arts Group customers.

  • Enters revenue and expenses transactions; creates invoices and tracks accounts receivable; processes all cash receipts via check deposit, credit card and online payment methods; monitors accounts payable and processes all weekly payments.

  • Responsible for data entry and database management for all Jazz Arts Group donations; processes thank you letters; regularly updates donor information and provides reports as requested by JAG directors.

  • Responsible for general office management, including tracking and ordering office supplies; opening and distributing mail; maintaining petty cash and cash box requests; assisting with preparation of meeting materials; and serving as the primary contact for all JAG office vendors, including internal maintenance and repair requests.

  • Attends board meetings and takes minutes; attends performances and other JAG events as requested.

  • Additional tasks as requested by Jazz Arts Group directors.


The Office Administrator and Database Specialist reports to the Executive Director of Jazz Arts Group.


  • Demonstrated customer service experience.

  • Experience in bookkeeping and data entry.

  • Proficiency with accounting software such as Quickbooks, Peachtree/Sage or similar.

  • Proficiency with various software programs including Word, Excel, Outlook, Powerpoint, Sharepoint, Google Sheets. Additional experience with CRM systems preferred.

  • Demonstrated organizational skills and attention to detail.

  • Ability to work extended or irregular hours, including nights and weekends.

  • Bachelor’s Degree or equivalent experience preferred.


The Jazz Arts Group is an Equal Opportunity Employer. Qualified candidates are considered for employment without regard to age, race, color, religion, sec, national origin, sexual orientation, disability, veteran status, or any other characteristic protected by law.