Colorado Nonprofit Association

Bookkeeper & Office Administrator

The Bookkeeper and Office Administrator role is a flexible 8-10 hours per week contract position performing the day-to-day accounting and virtual office management functions for Colorado Music Hall of Fame, a nonprofit organization founded in 2011. The Bookkeeper and Office Administrator reports to the Executive Director.

Key Areas of Responsibility:

Financial

· Maintains records of financial transactions using QuickBooks Online, conducts monthly reconciliations of bank accounts, balances general ledger for Operating Accounts

· Regularly performs reconciling, reporting, tasks as necessary to close each month and fiscal year; makes internal accounting entries/corrections.  Prepares monthly and annual reports for ED and Board of Directors and as needed reports for grant applications.

· Provides information for preparation of annual budget and cash flow projection reports, makes budget adjustments as requested. Runs quarterly budget-to-actuals reports.

· Processes monthly payroll (one employee) through PayChex, maintains accurate records of quarterly and yearly payroll returns. Checks preparation of federal and state quarterly reports (FICA, federal and state withholding) and unemployment quarterly reports and payments.

· Processes employee expense reports and tracks PTO.

· Tracks and reconciles activity in Board Designated and Restricted Funds; makes monthly transfers between funds.

· Provides invoices, when requested.

· Maintains GAAP and FASB accounting practices. 

Regulatory

· Files annual updates with Secretary of State.

· Manages CPA relationship and prepares/compiles documents/reports as needed for fiscal year-end (12/31) financial review/IRS 990.

· Oversees prompt payment of all federal, state and local taxes required.

· Stays abreast of changes in nonprofit accounting practices and regulations and complies with federal, state, and local requirements. 

· Works with Executive Director to prepare annual applications for insurance to meet compliance requirements such as professional liability, directors’ and officers’ liability. Prepares applications for certificate of event insurance for each Hall-sponsored event.

· Manages The Hall’s 401k plan and maintains vendor relationship with provider.

Organizational/Governance

· Integrates donor and donation information from PayPal, website and QuickBooks to donor database

· Generates acknowledgment letters to donors, grantors, sponsors, ticket-buyers and in-kind/pro bono donors

· Prepares board minutes from AI transcriptions

· Organizes and maintains organizational records, scans, uploads paper files and manages The Hall’s Google Drive

· Manages external accounts, trouble-shoots issues that arise, oversee payment schedule (ex. Constant Contact, PayPal, Tech Soup, Google, GoDaddy, WordPress, etc.)

· Tracks board-related activities, terms, donations, etc.

· Pulls and prepares quarterly communication and performance reports from Constant Contact, Google Analytics and social media accounts

· Coordinate access to The Hall’s storage units (downtown Denver) as needed

· Regularly backs up QuickBooks files and Google Drive

· Manages info@cmhof.org email account and CMHOF voicemail

· Responsible for overall “checks and balances”

· Other projects as assigned

Job Requirements/Qualifications

The ideal candidate has a passion for the mission of Colorado Music Hall of Fame, a flexible schedule and is equipped with a home office, as well as:

• Associate’s or Bachelor’s degree in accounting or related field preferred
• Knowledge and experience with QuickBooks Online required; experience with QuickBooks for Nonprofits and nonprofit accounting preferred
• Minimum of 3 years bookkeeping experience—nonprofit experience preferred
• Proficiency in relevant programs and platforms including Microsoft Office (Word, Excel, PowerPoint); and Google Suite (Docs, Sheets, Slides)
• Ability to work within spreadsheets and databases
• Experience preparing monthly financial reports
• Familiar with GAAP and FASBE standards of practice and the unique accounting requirements of a nonprofit
• Exceptional organizational and time management skills
• Proven ability to meet organizational deadlines
• Is an independent, self-starter, problem-solver and critical thinker
• Maintains highest level of confidentiality, accuracy and attention to detail
• Must have computer and home office to conduct remote contract work