Job Description
The History Museum, a 501(c)(3) non-profit organization , is seeking a Bookkeeper. The position is part-time with a flexible schedule. It is approximately 3 hours per day, five days a week. However, days and hours are negotiable. The wage is $20/hour. The History Museum is moving to QuickBooks Online and will need someone familiar with QuickBooks software.
The responsibilities of the Bookkeeper of The History Museum include the recording and managing of the financial transactions within the organization's QuickBooks financial system and working with the Executive Director (ED), and the Board of Directors if requested, to maintain the organization's financial health and stability. This includes, but is not limited to, the following duties:
· Records all revenue, such as dues, donations, gifts and memorials, and drafts thank you letters for the ED’s signature.
· Records all expenses of the organization in appropriate categories, as stipulated on the receipt or according to a prepared budget.
· Pays all bills (including monthly service bills and quarterly consignment disbursements) in a timely manner, consulting with the ED when there are questions.
· Issues invoices and tracks payments for rental space at the museum, including damage deposit checks held until after the event and then returned or destroyed.
· Prepares bi-monthly payrolls from the timesheets received from employees, with approval from the ED for any overtime posted, including all state and federal requirements.
· Maintains all fiscal records including separation of restricted funds, files and logs of the organization in an organized fashion.
· Oversees the balances of monies in the organization's bank accounts and communicates in a timely manner with the ED when transfers are required.
· Balances bank statements and prepares monthly reports for the ED and the Treasurer of the Board.
· Prepares quarterly and year-end financial statements for tax and audit purposes.
· Works closely with the ED and the Board of Directors to define and manage a well-organized and meaningful Chart of Accounts that clearly describes the operations of the organization and is easily understandable by the public.
· Provides the state of the organization's finances for the Board of Directors when requested by the ED and for the organization’s annual report.
· Supports Gift Shop personnel in the correct set-up and operation of QuickBooks.
· Accounts for Gift Shop revenue and inventory along with cash for till/register.
· Assists with Gift Shop ordering and pricing, along with inventory tracking via QuickBooks.
· Makes bank deposits and manages incoming bills and donations from the business post office box and the mailbox at the museum building.
The Bookkeeper reports directly to the Executive Director. To apply, submit a resume and list of references. If you have any questions, please contact Connie Constan, Executive Director, at 406-452-3462 or via email director@greatfallshistorymuseum.org
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