Overview:
Printed Matter, a non-profit organization dedicated to the dissemination, understanding, and appreciation of artists’ books and related publications, seeks a Bibliographer & Inventory Manager. With a Chelsea storefront and East Village satellite location, Printed Matter is committed to bringing “artwork in book form” to the broadest public possible and strengthening the possibilities of the medium. Beyond our distribution services, we offer many programs to artists and the public, including a publishing program, artists’ book-focused exhibitions, one of the world’s most extensive online bibliographic catalogs of artists’ books, a full calendar of book related events, as well as Printed Matter’s annual NY and LA Art Book Fairs.

Job Summary:
The Bibliographer & Inventory Manager processes new inventory and restocks for Printed Matter at large, including its two bookstores in Chelsea and the East Village, and its online store. The Manager also plays a key role in the annual inventory count and reconciliation process. The position also contributes to aspects of Printed Matter programming through special projects. The Manager oversees the Assistant Bibliographer who lends support in processing inventory and helps to maintain the organization’s bibliographic database.

Primary Responsibilities:

Inventory Check-In
● Receive and check-in new inventory and restocks
● Create bibliographic and inventory records (including calculating correct costs, discounts, foreign currency conversions)
● Photograph or scan covers and selection of interior pages
● Write and/or source book synopsis
● Process and check-in donated and OP inventory on an ongoing basis
● Manage “New Arrival” check-in calendar (items to be checked-in as they’re received)

Inventory and Supplier Management & Record Keeping
● Update supplier and inventory records (price, cost, consignment terms, etc.) when necessary with focus on out of print materials
● File consignment contracts, restock forms, purchase invoices and donations-in-kind (digitally, etc.)
● Correspond/communicate with suppliers
● Troubleshoot and correct inventory discrepancies including negative stock for Chelsea and St Marks
● Support Finance & HR Manager in correcting faulty supplier/consignment accounts
● Support with ordering consigned restocks in communication with Distribution Manager
● Manage post-exhibit and special event returns and write-offs as well as periodic write-offs due to inventory shortage, missing items, etc.

Annual Inventory Count & Reconciliation
● Play a key role in annual inventory count and reconciliation
● Lead the inventory agenda in partnership with the Operations Manager in both Printed Matter locations - Chelsea and St Marks
● Pre-audit inventory data, including negative amounts, missing transfers and damaged inventory
● Assess possible inventory write offs, reconcile discrepancies and register found inventory
● Aid Finance & HR Manager in reconciling data for the final inventory reports
● Contact artists and publishers for possible consignment returns

Book Submissions Review
● Coordinate and participate in submission review sessions
● Supervise acceptance/rejection processing
● Maintain accepted submissions shelf; review unfulfilled accepts on regular basis; supervise supplier follow up and thinning of shelves
● Follow up on missing accepted submissions on a monthly basis

Bibliographic Backlog
● Recruit and hire bibliographic interns with support of Finance & HR Manager
● Supervise ongoing updating of inventory records with missing or inadequate bibliographic info, images, and/or synopses

Social Media and Marketing
● Produce and post one inventory item per day on Instagram in collaboration with the FT Sales Associate
● Communicate w/ other staff to coordinate Social Media postings
● Assist in the creation of OP emails and other sales initiatives on a semi-frequent basis (suggesting groupings to feature, updating photos, synopses, etc.)

Programming
● Support book ordering and restocks when needed, including for PM’s participation in fairs
● Identify potential themes for thematic displays and mini exhibitions at the Chelsea store
● Participate in programming by pitching book launches

Qualifications:
● Knowledge of and passion for the field and history of artists’ books and Printed Matter’s mission
● A minimum of three years professional experience in an arts organization, library, non-profit or commercial enterprise
● Previous bibliographic and/or cataloging experience
● Library Science degree preferred
● Previous experience with social media promotion, especially Instagram
● Proclivity for social media marketing
● Clear and concise written and oral communication abilities
● Impeccable attention to detail, highly organized
● Ability to work at a quick pace and process information rapidly and accurately
● Ability to work both independently and closely in collaboration with a small team

Compensation:
Salary range: $53,500-$57,000. This is a full-time union position. Benefits include paid holidays, generous paid vacation, and an employer-paid health plan. The Bibliographer & Inventory Manager’s work week is Monday through Friday. The ability to work occasional evenings and weekends is required. This position reports to the Distribution Manager and Executive Director.

To Apply:
To apply, please send a cover letter detailing your experience and interest in the position, your resume, and three short writing samples (200-450 words – preferably artists’ book / publication descriptions) to jobs@printedmatter.org.

Please include Bibliographer & Inventory Manager in the subject line and combine all documents into a single PDF file.

Applications will be reviewed on a rolling basis until December 2nd, 2022. We encourage you to apply early.

We highly encourage applicants from underrepresented backgrounds to apply. Printed Matter cultivates a diverse workplace and provides equal employment opportunities to all employees and applicants, and does not tolerate discrimination or harassment of any type with regard to race, color, religion, national origin, ethnicity, ancestry, age, sex (including pregnancy, childbirth, and related conditions), sexual orientation, gender, gender identity, marital status, partnership status, disability, genetic information, alienage, citizenship, military or veteran status, status as a victim of domestic violence/stalking/sex offenses, unemployment status, or any other legally prohibited basis in accordance with federal, state and city laws.

Reporting to the Executive Director and in partnership with a part-time comptroller, the Finance & HR Manager is responsible for the administration and oversight of Printed Matter’s finance and HR operations. The position requires day-to-day management of the general ledger, including basic bookkeeping, issuing consignment payments to our many suppliers (artists and publishers), overseeing the organization’s banking, managing payroll and employee benefits, and hiring departmental interns. The ideal candidate for this position will have proven experience, be highly motivated and detail-oriented, and be able to work independently and with other members of a small team. They will have a passion for the arts and for Printed Matter’s mission.

This is a full-time, exempt position with an annual salary in the range of $60,000-$70,000. Benefits include paid holidays, generous paid time off, and an employer-paid health plan. The Finance & HR Manager’s work week is Monday through Friday with the possibility of a hybrid schedule. The ability to work occasional evenings and weekends is required. This position reports to Printed Matter’s Executive Director.

Primary Responsibilities:

• Finance

  • Manage daily financial functions and bookkeeping using Quickbooks Online, including accounts payable, accounts receivable, chart of accounts maintenance, tracking credit card and petty cash expenses, receipt tracking, employee reimbursements, banking, and monthly sales tax filings
    
  • Manage consignment payments for over 3,000 active suppliers, including fielding payment requests throughout the year
    
  • Monitor and report programming expenses in collaboration with programming managers and Development Director.
  • Manage the annual audit, including preparing schedules and confirmations and creating reports for various audit items such as consignment reports, personnel information, and sales reports
    
  • Prepare the weekly deposit by compiling weekly sales reports, checks, cash, and credit card transactions and creating a summary report for the Executive Director and store managers
    
  • Manage insurance renewals, including completing insurance audits and adding new insurance policies as needed
    
  • Support the comptroller with monthly bank reconciliations and financial statements
  • Participate in the annual inventory count and manage discrepancy reconciliation and the creation of final inventory reports
    
  • Support sales staff by developing and improving procedures for tracking sales and using POS systems
    

• Human Resources

  • Serve as the point of contact for ADP Total Source (PEO)
    
  • Track, process, and record semi-monthly payroll
    
  • Manage staff calendar and employees’ PTO
    
  • Assist employees with benefit enrollment questions and inquiries
    
  • Hire and schedule general, programming, and development interns
    
  • Review independent contractors’ contracts and file 1099s at the end of the calendar year
    
  • Assist in the development of new HR systems and procedures
    

• Qualifications

  • A minimum of 3 years of experience in a similar nonprofit position
    
  • Impeccable attention to detail and strong verbal and written communication skills
    
  • Familiarity with nonprofit management and budgets
    
  • Experience with payroll processing
    
  • Proficiency in QuickBooks Online, Bill.com, Excel, Word, and Google Drive
    
  • Knowledge of GAAP (Generally Accepted Accounting Principles)
    
  • Ability to multitask, problem-solve, and work well under deadlines
    
  • Experience with point-of-sale or inventory management software
    
  • Ability to maintain the highest levels of confidentiality and discretion of financial and personnel information
    

To Apply

To apply, please send a cover letter detailing your experience and interest in the position, along with your resume, to jobs@printedmatter.org. Please include Finance and HR Manager in the subject line and combine both documents into a single PDF file.

Applications will be reviewed on a rolling basis until November 4, 2022. We encourage you to apply early.

We highly encourage applicants from underrepresented backgrounds to apply. Printed Matter cultivates a diverse workplace and provides equal employment opportunities to all employees and applicants, and does not tolerate discrimination or harassment of any type with regard to race, color, religion, national origin, ethnicity, ancestry, age, sex (including pregnancy, childbirth, and related conditions), sexual orientation, gender, gender identity, marital status, partnership status, disability, genetic information, alienage, citizenship, military or veteran status, status as a victim of domestic violence/stalking/sex offenses, unemployment status, or any other legally prohibited basis in accordance with federal, state and city laws.

The Operations Manager will be responsible for the overall management and upkeep of Printed Matter’s Chelsea facilities; the administration of the annual inventory count; the maintenance and development of its website and related systems; the scheduling and supervision of interns and temporary staff; as well as lending support to various programmatic efforts, including exhibitions, events and fundraising initiatives.

This role is wide in scope and provides important support to the organization as a whole, interfacing with every department and many outside vendors. A key aspect of the job is the ability to juggle short-term and long-term projects, address unexpected and urgent issues, effectively liaison and communicate with staff, and envision solutions to varied challenges. Enthusiastic and creative self-starters with keen communication, organizational, and computer skills are encouraged to apply.

Salary Range: $53,500–$57,000.

This is a full-time union position. Benefits include 12 paid holidays, paid time off, and an employer-paid health plan. The Operations Manager’s work week is Monday through Friday. The ability to work occasional evenings and weekends is required. This position reports to Printed Matter’s Executive Director.

We highly encourage applicants from underrepresented backgrounds to apply. Printed Matter cultivates a diverse workplace and provides equal employment opportunities to all employees and applicants, and does not tolerate discrimination or harassment of any type with regard to race, color, religion, national origin, ethnicity, ancestry, age, sex (including pregnancy, childbirth and related conditions), sexual orientation, gender, gender identity, marital status, partnership status, disability, genetic information, alienage, citizenship, military or veteran status, status as a victim of domestic violence/stalking/sex offenses, unemployment status, or any other legally prohibited basis in accordance with federal, state and city laws.

To apply, please send a cover letter detailing your experience and interest in the position, along with your resume, to jobs@printedmatter.org. Please include Operation Manager in the subject line and combine both documents into a single PDF file.

Applications will be accepted on a rolling basis until September 22, 2022, and priority will be given to those who turn in applications early.

Primary Responsibilities

• Office Management & Maintenance

  • Manage the overall maintenance of Printed Matter’s 11th Avenue storefront, offices, and multiple storage spaces
    
  • Liaise with facility landlord and manage all service contracts, including HVAC, equipment warranties, and elevator lift
    
  • Plan and coordinate maintenance and repairs, ensuring the appropriate vendors are contacted to perform maintenance on-site
    
  • Respond to facility emergencies or related urgent issues as they arise
    
  • Investigate and resolve visitor or staff complaints or inquiries concerning the operations of the facility
    
  • Stay in close communication with staff addressing needs for office, store, event and exhibition supplies
    
  • Identify and coordinate store furniture, display and storage solutions in conversation with the Bookstore & Distribution Manager
    
  • Order, maintain and troubleshoot office equipment (computers, printers, photocopiers, scanners, etc.)
    
  • Supervise trash and recycling services
    
  • Schedule and supervise weekly cleaning service
    
  • Perform light tidying of shared office space and kitchen
    
  • Manage Printed Matter’s various storage spaces, regularly tracking and organizing inventory, equipment, and supplies (will include moderate lifting up to 25 pounds)
    

• Website Maintenance / Development & IT Support

  • Perform ongoing maintenance of the organization’s website by managing the front-end and back-end of the website, ensuring the website is continuously updated to reflect programmatic activities and to ensure a positive visitor experience
    
  • Maintain computers, ensure software is up to date and that staff computer needs are met
    
  • Liaise with IT consultants on computer and software maintenance and troubleshooting adhering to various schedules and budgets
    
  • Act as primary contact with web developers, monitoring frontend and backend performance, and ordering bug fixes and developing upgrades as needed
    
  • Monitor info@printedmatter.org and route emails to appropriate staff

• Systems & Processes

  • Maintain thorough and up to date knowledge of Printed Matter’s inventory management and point of sale system, Erply, and monitor its upkeep, troubleshoot, and provide support to staff
    
  • Oversee the maintenance, organization and cataloging of Printed Matter’s institutional archive
    
  • Manage Printed Matter’s file server, upload institutional files, and reinforce digital archive procedures with staff
    

• Programming, Fair & Sales Support

  • Support Programming Manager by supervising the installation and de-installation of onsite exhibitions (approx. three per year) and support with international freight shipment of Printed Matter publications and other programming-related materials
    
  • Provide as-needed support when Printed Matter participates in domestic and international art book fairs, supporting with inventory location transfers, and occasionally staffing booths, art handling, and conducting sales
    
  • Provide as-needed support to bookstore sales staff during events or other busy times
    

• HR Support & Staffing

  • Manage staffing schedules for a wide variety of projects and events, including for the Printed Matter booth at our NY and LA Art Book Fairs and for exhibition installation and deinstallation
    
  • Schedule temporary distribution/store staff coverage
    
  • Support new employee and intern orientation, training new hires in systems and processes
    
  • Manage the intern program with support of the HR Manager, acting as a liaison between staff and interns, and identifying and managing both short and long-term intern projects
    

• Annual Inventory

  • Manage all stages of annual inventory count—a six-week undertaking—from hiring and training temp inventory staff to discrepancy reconciliation and the creation of final inventory reports
    

Required Qualifications

• • Passion for Printed Matter’s mission
    
  • Proven interest in contemporary art and artists’ books
    
  • A minimum of 4 years of professional experience, nonprofit preferred
    
  • Ability to thrive in a collaborative team setting, experience managing teams, strongly preferred
    
  • Excellent organizational skills with great attention to detail
    
  • Strong written and verbal communication skills
    
  • Prior experience building systems and procedures
    
  • Ability to multitask, problem-solve, and work well under deadlines
    
  • Experience with point-of-sale or inventory management software
    
  • Basic web development and coding skills (preferred)
    
  • Experience with web content management systems (preferred)
    
  • Proficiency in G-Suite
    
  • Ability to perform art handling duties (e.g., painting and preparing walls, hanging framed works)
    
  • Ability to perform physical work (e.g., lifting boxes up to 25 pounds, standing for long periods)