Accounting Manager/FC Bookkeeper

BASIC FUNCTION

The Accounting Manager/FC Bookkeeper is responsible for managing all accounting controls, systems, and procedures for the Museum in concordance with GAAP and in compliance with IRS rules governing 501(c)(3) organizations. They are also responsible for the support and integration of all Museum departments with accounting, and for managing all employee accounting services.

The Account Manager/FC Bookkeeper prepares corporate financial statements, reports and financial analysis for the Governing Board of Directors, Executive Director and others (as needed). The position performs all bookkeeping functions including Accounts Payable, Accounts Receivable, banking, reconciliations, in-house payroll, Museum retail sales posting and inventory, cash and in-kind donations processing, and independent contractors. They are also responsible for training employees in appropriate accounting and bookkeeping procedures related to tracking and preparing documents. This employee must provide ethical leadership and transparency in conduct and in work production and processes.

POSITION RELATIONSHIPS

The Accounting Manager/FC Bookkeeper reports directly to the Executive Director, and in conjunction with the Executive Director’s work, with the Board of Directors and external parties.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Institutional Responsibilities

• Supporting the Museum’s commitment to the visitor experience, community engagement, and institutional relevancy for the future.
• Contributing to and supporting institutional initiatives.
• Contributing to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives.
• Participating in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.

Museum Accounting Systems Management

• Daily oversight and management of all accounting controls, systems, and procedures in concordance with GAAP and in compliance with IRS rules governing 501(c)(3) organizations.
• Daily management of all accounting ledgers, using Quickbooks Online and various other accounting online services.
• Oversight and management of all donor accounting systems and processes in concordance with GAAP and in compliance with IRS rules governing 501(c)(3) donations accounting and reporting.
• Management of all internal accounting systems and processes for tax reporting and organization lead for preparation of information for CPA accountancy firm for annual submission of IRS form 990 and Oregon form CT-12.
• Management of accounting systems integration and accounting support for all Museum departments including: Administration, Museum Store, and Curatorial.
• Management of all employee accounting procedures and accounting services including payroll, payroll deductions, reimbursements, travel, credit cards and other processes as needed.

Financial Statements, Budgets and Reporting

• Timely preparation of corporate financial statements for the Executive Director, Board of Directors, the CPA firm (as needed), grantors and others as needed.
• Budget to Actual report preparation, reporting and analysis for the Executive Director and the Board of Directors.
• Regular preparation of monthly financial statements and audit reports (as needed)

Accounts Payable, Accounts Receivable and Banking

• Process all Accounts Payable: accurately determine and maintain due dates and authorizations to pay; accurately bills; process checks, c/c or ach for timely payment of all accounts payable.
• Process all Accounts Receivable including Square import/export of sales to QBO, paper and electronic invoicing; deposits for all checks, cash and credit card payments via Stripe, Gift Store Receipts - balancing cash and credit cards against sales from Square.
• Monthly Reconciliation of all cash, banking, investment and credit card accounts.
• Responsible for weekly bank deposits of all Gift Store receipts and checks.

Museum Store Retail

• Process all store sales in Quickbooks Online: credit card, checks and cash via Square
• Process all inventory purchases in QuickBooks Online.
• Accurately maintain: QuickBooks Online inventory asset accounts; Quickbooks, electronic and paper inventory purchase and sales records.
• Work with the Museum Gift Store Manager for mid-year and annual inventory counts.
• Work with the Museum Gift Store Manager to maintain Museum Gift Store cash procedures.
• Maintain Consignment Agreements, maintain consignment records, process consignment payments.

Fundraising, Donations and Donors

• Record and process all cash donations in Quickbooks Online and as needed in donor CRM (Bloomerang).
• Work with Development Manager to correctly record and process in-kind donations for the Museum Collection and for the Museum Store in Quickbooks Online and donor CRM (Bloomerang).
• Maintain all donor records for annual IRS form 990 preparation, including IRS forms 8282 and 8283.
• Work with Museum departments to identify and file necessary IRS forms 8282.
• Oversee cash donor acknowledgements including donor letters.
• Work with Museum departments to correctly record and document donor events, fundraisers, and auctions including revenue, expenditures, in-kind donations, IRS compliance.

Payroll and Payroll Taxes

• Work with Executive Director to on-board and off-board employees for payroll and to provide accurate payroll rate and hours, payroll deductions and PTO hours to Payroll Processor for twice monthly payroll.
• Process payroll and payroll journal entries in QuickBooks Online.
• Confirm that quarterly and annual state and federal taxes including payroll, state unemployment, Trimet, Worker’s Benefit and Statewide Transit Tax are correct.
• Maintain QuickBooks Online, electronic and paper payroll and payroll tax records.

Independent Contractors

• Maintain Independent Contractor Files, including W-9.
• File annual forms 1099 for IRS and state.
• Provide annual forms 1099 to Independent contractors.
• Maintain 1099 records.

General Duties

• Working collaboratively with other staff to ensure museum goals, objectives, and deadlines are met.
• Attending special events at the Rice Museum as requested by the Executive Director.
• Performing other duties as assigned by the Executive Director.

COMPETENCIES

• Knowledge and use of GAAP in a working accounting environment.
• Accounting Management experience of a department, program, organization or business, five years or more. Experience with a nonprofit 501(c)(3) is a plus.
• Significant experience, three years or more, using QuickBooks Online.
• Significant experience, three years or more, with Microsoft Office Suite, particularly Excel.
• Significant experience using Google Drive.
• Experience with CRM databases, Square and Stripe retail and G-Suite a plus.
• Excellent written and verbal communication skills.
• Comfortable with asking questions and suggesting improvements or alternatives.
• Creative problem-solving skills and adaptability.
• Excellent organizational skills and attention to detail.
• Team player able to work with the Executive Director, the Museum Board of Directors, and multiple individual employees, museum departments, contractors, vendors, customers and donors to achieve organizational goals.
• Ability to initiate and monitor: Accounting goals and processes; Accounting accuracies, issues and remediations; Organizational and accounting timelines and deadlines; Accounting workload and schedule.
• Ability to accurately research, respond to, apply and communicate: Relevant new knowledge; Updates to existing regulations, trends and processes; Evolving accounting needs and trends for the organization.
• Maintain confidentiality and handle sensitive information with discretion.
• A successful track record in setting priorities; keen organization and problem solving skills which support and enable sound decision making.
• Results driven with dedication to achieving organizational goals.
• Ethical leadership and transparency in conduct and in work products.
• Personal qualities of integrity, credibility, and dedication to the mission of the Rice Museum.
• A multitasker with the ability to wear many hats in a fast-paced environment.

WORK ENVIRONMENT

While this is an “work at home” position, the Museum is a general small office environment. The collection is displayed in a 1950s ranch house with two levels with stair and elevator access, and in a second gallery in a former woodshop. Both interior locations are fully climate controlled. Our grounds consist of 23 acres of wooded property and we regularly hold outdoor events. The Museum is education oriented and has several weekly school tours with groups of students from preschool through college.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to speak and hear. The job requires prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. This position occasionally requires standing, walking, bending, kneeling, stooping, and crouching.

POSITION TYPE/EXPECTED HOURS OF WORK

This is a part-time position. Current anticipated schedule is Monday through Friday during regular business hours. Pick up and drop off for relevant financial documents at the Museum including checks, cash for deposit and other documents is required, at minimum once weekly. Staff scheduling may be adapted to address changing business needs.

TRAVEL

This position requires the employee to have a valid driver's license and access to a working automobile with valid registration. Travel is required locally to make bank deposits, to pick up and drop off documents at the museum and potential travel for other finance related tasks.

PREFERRED QUALIFICATIONS

• Accounting Management experience for a department, program, organization or business, minimum five years. Experience with a nonprofit 501(c)(3) a plus.
• Bachelor's degree, with a minimum of 10 years of experience in Accounting, Economics, or Finance
• OR a Masters degree with five years of experience in Accounting, Economics, or Finance.
• Significant experience, three years or more, using QuickBooks Online.
• Significant experience, three years or more, with Microsoft Office Suite, particularly Excel.
• Significant experience using Google Drive.
• Experience with CRM databases, Square and Stripe retail and G-Suite a plus.

WORK AUTHORITY AND SECURITY CLEARANCE

Employee must be legally authorized to work in the United States. Rice Northwest Museum of Rocks and Minerals does not sponsor work visas. Due to working around valuable objects employees must be able to pass a background check.

OTHER DUTIES

Other duties may be assigned to this position as needed.

Job Type: Part-time

Pay: $28.00 per hour

Expected hours: 20 – 25 per week

Ability to Relocate:

• Hillsboro, OR 97124: Relocate before starting work (Required)

Work Location: Hybrid remote in Hillsboro, OR 97124