Part-Time Bookkeeper

POSITION SUMMARY

Under the general direction of the Director of Finance, the Bookkeeper will be responsible for general administrative bookkeeping tasks, including accounts payable and receivable, check writing, deposits, banking, petty cash, bank & other reconciliations. The position will handle the associated required data input. The position will be the point of contact for interdepartmental inquiries related to general duties listed above/below.

MAJOR DUTIES

Accounts Payable (A/P) Management

• Oversee the entire A/P cycle, from receipt of invoices to payment
• Thoroughly review all invoices and payment requests for accuracy, proper coding, and adherence to Organization policies
• Accurately enter vendor invoices into Quickbooks Online (QBO)
• Prepare and execute regular check runs, ensuring timely payments to vendors
• Reconcile vendor statements and resolve any discrepancies
• Orient new staff to expenditure processing environment
• Communicate and work with staff on vendor payment inquiries & submission questions

Cash Entry & Reconciliation

• Lead the accurate and timely entry of all cash receipts and disbursements into QBO
• Reconcile bank and credit card statements with QBO entries to ensure data integrity
• Monitor cash flow and assist with cash forecasting
• Reconcile receipts entered into QBO with donor software system, Veevart
• Complete prompt deposit of funds received
• Maintain, distribute and renew petty cash and complete related spreadsheets
• Process cash receipts from museum shop and public programs

Revenue Tracking & Collaboration

• Work closely with our development, education, and events teams to accurately book and track revenues associated with their activities
• Ensure proper coding and classification of all revenue streams

Finance

• Prepare quarterly sales tax returns, annual wage, contracted services, pension filings, work compensation audit
• Assist Director of Finance in the preparation of the annual budget and audit
• Retrieve copies of backs of cancelled checks as needed for grant reporting
• Ensure that files and records are orderly, up-to-date and secure; retire and manage accounting records according to a document destruction and retention plan

General

• Active participation in organizational meetings and collaborative problem solving
• Manage and evaluate procedures and systems for functional area
• Provide hands-on assistance with important museum activities as requested by senior management
• In all duties be responsible for cost efficient and effective operations
• Assist the museum’s constituents and public via telephone, correspondence, e-mail, and in person
• Perform all other duties and tasks as assigned
• Help staff various Museum-related events

REQUIRMENTS FOR POSITION

• 5+ years of proven experience as a bookkeeper, with a strong focus on accounts payable and cash management
• Expert-level proficiency in QuickBooks Online (QBO) is required
• Proficient in Microsoft Office and Outlook applications; Advanced knowledge of Excel
• Solid understanding of basic accounting principles and financial reporting.
• High degree of accuracy and attention to detail
• Ability to work with minimal supervision, remain calm under pressure and meet tight deadlines
• Ability to work and communicate effectively with vendors, volunteers and paid staff at all levels
• Ability to handle confidential information appropriately
• Willingness to be flexible to change
• A valid driver's license and access to own transportation is required.
• A relevant accounting certification or degree is a plus
• Non-profit, museum, small business experience is a plus