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Manager of Finance & Administration

Portsmouth Historical Society

Portsmouth Historical Society, founded in 1917, is a nonprofit devoted to championing the history, arts, and culture of the Portsmouth region through acquisitions, preservation, museum exhibitions, programs, and publications. It operates two facilities: Discover Portsmouth and the 1758 John Paul Jones House Museum and Garden, a national historic landmark.

A Welcome Center. A Community Center. A Nonprofit Hub.

We are dedicated to increasing public understanding and enthusiasm for local history. Our trustees, staff, sponsors, and members believe strongly that the uniqueness of Portsmouth is defined by the city’s past. Our long term vision is to protect and promote Portsmouth’s cultural heritage.

The Manager of Finance & Administration is responsible for managing the Historical Society’s financial systems, and handling its day-to-day financial and administrative operations, including coordination and monitoring of the budget and planning, fund accounting, and the preparation of monthly reports for department heads and the governing board. The Finance and Administration manager is also responsible for ensuring the smooth functioning of internal administrative operations, including human resources.

Reports to:
Executive Director

Full-time, year-round, exempt


• Bachelor's degree in Finance, Accounting, or Human Resource Management;
• 5-8 years of experience in accounting and/or financial analysis in nonprofits;
• Ability to synthesize large quantities of complex data into actionable information;
• Ability to work and effectively communicate with senior-level staff members, and a commitment to working collegially within an organizational team;
• Excellent business judgment, analytical, and decision-making skills, and an understanding of the importance of discretion and confidentiality;
• Knowledge of financial reporting and data mining tools such as SQL, Access, etc.;
• Thorough familiarity with QuickBooks, Excel, Word, and PowerPoint;
• A creative mind, flexibility, patience, and a sense of humor.


Major Duties:
As Finance Manager, the incumbent is responsible for the Society’s long-term and day-to-day financial operations, including:
• Managing the organization's accounting, monitoring, and reporting systems;
• Ensuring compliance with relevant accounting procedures and policies, and adherence to regulatory requirements;
• Managing and processing of all expenses, including the processing of payroll, invoice payments, and other transactions;
• The processing of all income, including donations, online receipts, POS system sales, rental receipts, and other earned revenue;
• Consulting with staff members, and providing them with relevant information for their project planning;
• Funds accounting, including the tracking of restricted funds and project budget expenditures and balances for the Executive Director, for project managers, and for department heads, reporting to them regularly on the status of funds;
• Preparing financial reports on at the least a monthly basis for the Executive Director, department heads, and the Board of Trustees;
• Conducting data analysis, research, and modeling for the Executive Director and department heads;
• Working with department heads and the Executive Director on the preparation of an annual budget for the organization, and for the ongoing monitoring, reporting on, and updating of budgeted revenues and expenses.

As Administration Manager, the incumbent is responsible for ensuring there is a smooth internal functioning all operations, including:
• Working with department heads and other staff members to ensure there is a successful project planning process that complements the Society’s annual budget planning process;
• Assuming responsibility for all routine office matters, including communications, information technology (interfacing with the Society’s IT contractor) and mail (ensuring pick-ups and deliveries), office equipment, and supplies;
• Overseeing all aspects of Human Resources for the organization, working with the Executive Director and department heads on the recruitment and selection of new staff members, ensuring adherence to the Society’s work assessment process, administering the organization’s pay plan and benefits program, assessing training needs, and ensuring compliance with all legal personnel regulations;

How to Apply:

Please send cover letter and CV to:

Job Location:


Date Added: October 27, 2020

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