Job Description

The Pilgrim Society and Pilgrim Hall Museum seeks a skilled office manager/bookkeeper to perform all bookkeeping functions and maintain financial operations of the Museum, including accounts payable/receivable, invoice/payment processing, payroll preparation, budget, financial reporting and planning, tax and non-profit business filings, assisting external audit, overseeing internal controls, human resources, record keeping and key aspects of office management. The ideal candidate will have previous experience managing financial operations of a small non-profit organization, strong nonprofit financial literacy, including the ability to prepare financial reports and translate financial information for board members and other stakeholders. They will be highly organized with strong interpersonal skills, excellent written and oral communication skills, and the ability to address and solve problems as they arise. 

Responsibilities

• Perform all bookkeeping functions and maintain general ledger via QuickBooks Online

• Serve as primary liaison with external accountants and auditors

• Maintain accounting controls, policies, and procedures 

• Develop institutional budget for approval; oversee budget management

• Develop and maintain accurate cash flow forecasts; manage receivables, payables, inventory to optimize capital

• Prepare financial reports, summaries, budget analyses for management and board review

• Perform all billing and accounts receivable functions

• Pay vendor bills and manage all accounts payable

• Reconcile bank statements

• Perform all aspects of bi-weekly payroll bookkeeping/administration 

• Perform clerical duties such as filing, scanning, copying, database entry, record keeping

• Manage insurance policies and renewals and interface with insurance agents

• Maintain all institutional filings, reports and renewals

• Manage grants and contributions; prepare related budgets/expenditure reports

• Manage supplies inventory and physical office space

• Monitor office technology and coordinate with IT consultant as needed 

• Assist with hiring and new personnel onboarding

• Perform all general human resources responsibilities; maintain employee manual and policies

Qualifications

• 3 years of full-time bookkeeping experience, preferably in a non-profit environment.

• Solid understanding of basic bookkeeping and accounts payable/receivable principles.

• Experience with QuickBooks Online required.

• High proficiency in Microsoft Office (MS Word, MS Excel) required.

• Must be detail-oriented and highly organized.

• Must have excellent verbal and written communication skills.

• Bachelor’s degree in finance, accounting, business administration or related field, or equivalent work experience

To apply, send cover letter and resume to development@pilgrimhall.org

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