Historic Madison seeks Non-Profit Bookkeeper (QuickBooks Online), Part-time

Reports to: Executive Director

ORGANIZATIONAL OVERVIEW

Historic Madison, Inc. is a 501(c)3 not-for-profit historic preservation organization founded in Madison, Indiana in 1960. HMI is dedicated to education, promotion and assistance in preservation and restoration of historic resources which protect our heritage and enhance the quality of life in Madison, IN. HMI has played a key role in the preservation, restoration, education and development of the Madison National Historic Landmark district, one of the largest Landmark districts in the US. HMI, and its subsidiary, Historic Madison Foundation, Inc. owns, operates and maintains 11 historic properties, including the recently restored, award-winning Shrewsbury-Windle House National Historic Landmark.

POSITION SUMMARY

Bookkeeper is responsible for performing a wide variety of bookkeeping and accounting duties including all non-profit financial record keeping, payroll, bank reconciliations, and preparation of financial reports for Historic Madison, Inc. & Historic Madison Foundation, Inc., two separate but related not-for-profit organizations.

Requires advanced experience with QuickBooks Online, experience working in the non-profit setting, an outgoing and friendly personality, demonstrates professionalism and tact in communications with a diversity of individuals, has strong organizational and time management skills, pays acute attention to detail and has the ability to work well with staff, volunteers, and directors.

Associate’s degree (AA/AS) or equivalent; three to five years’ related experience; or equivalent combination of education and experience.

Hours: 12-15 hours per week

Position Description

Under the direction of the President & Executive Director, this position is responsible for performing a variety of bookkeeping and accounting duties including all non-profit financial record keeping for Historic Madison, Inc. & Historic Madison Foundation, Inc. The Bookkeeper audits cash and credit card receipts daily from five museum locations, prepares and makes bank deposits, and enters all data in QuickBooks and Excel spreadsheets; codes and processes all accounts payable and prepares/sends payments. The Bookkeeper maintains and monitors a variety of focused/restricted and investment accounts, completes bank reconciliations and other end-of-month accounting, and prepares appropriate financial reports for the organization’s finance committee and board of directors. They also work closely with contract accounting firms and provide all necessary financial data for annual reviews and for state and federal non-profit tax returns.

RESPONSIBILITIES AND DUTIES:

• Issues checks for bills and employee reimbursements in an accurate and timely manner; ensures that all expenditures are appropriately categorized.

• Processes weekly and biweekly payrolls. Maintains personnel records including new hires. Maintains contractor records including W-9s and Liability Insurance certificates.

• Enters museum admissions into QBO, maintains cash box system for museum volunteers including cash drawers (must be done before museums open). Audits daily cash and credit card receipts, collects membership dues, donations, and other payments, and makes regular deposits to accounts; ensures that all deposits are appropriately categorized.

• Works closely with the President & Executive Director to ensure accounting accuracy on a variety of focused/restricted and invested funds accounts.

• Reconciles bank accounts and provides reports to the executive director and treasurer each month; keeps clear records of all account activity and alerts the executive director of any discrepancies or essential actions in a timely manner. Provides Treasurer with monthly GJE report & reconciliation reports.

• Responsible for all the organization’s financial record-keeping. Proactively maintains highly organized filing system; files invoices, payroll paperwork, reimbursements, and other financial records.

• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

• Assists in the development and implementation of systems and procedures as needed.

• Assists with special projects or does research as assigned.

• Performs other duties as assigned by the President & Executive Director.

SKILLS AND ABILITIES:

• Advanced proficiency in QuickBooks Online is a must.

• Non-profit/restricted account experience required.

• Additional proficiency in Google Workspace, Windows operating systems, Microsoft Office, Excel, and other office software.

• Excellent verbal and written communication skills.

• Strong organizational, problem-solving, and analytical skills; ability to manage priorities and workflow.

• Strong mathematical skills.

• Strong interpersonal skills.

• Ability to deal effectively with a diversity of individuals at all organizational levels.

• Good judgment, with the ability to make timely and sound decisions.

• Understanding of and commitment to the Historic Madison, Inc. mission.

EDUCATION AND/OR EXPERIENCE:

• Associate’s degree (AA/AS) or equivalent; three to five years’ related experience; or equivalent combination of education and experience.

TO APPLY:

No calls please. Email resume, letter of application, and three professional references to: