Job Listing

Bookkeeper

The James Museum of Western Art, St. Petersburg

Position Title:   Bookkeeper
Reports to:        Director of Finance
Department:      Finance
Position Type:  Full-time
Location:           St. Petersburg, Fl

ABOUT THE MUSEUM
The James Museum of Western & Wildlife Art opened in April 2018, with a mission to provide experiences that inspire human connection and transformation through art that depicts the peoples, landscapes, and history of the American West and wildlife of the world. The facility houses the significant collection of Tom and Mary James and includes 30,000 SF of gallery space, a 4,000 SF special exhibitions gallery, a 129-seat auditorium, a 6,000 SF special events rental space, a double height lobby with water feature, store, café, education classrooms, over 200 covered parking spaces, on-site collection storage, administration offices, and back of house service facilities. Staff is in the process of translating the words of the Mission/Vision/Values/Goals into exciting, living, planned programming that includes special exhibitions in a variety of genres, artist talks and demonstrations, art classes, lectures, performances, docent-led tours, and a variety of activities for children and families.

ABOUT THE POSITION
The Bookkeeper has a broad range of responsibilities within the Finance department. Reporting to the Director of Finance, the Bookkeeper performs valuable and essential bookkeeping duties to ensure the accuracy of information in a data driven organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Accounts Payable processing through Bill.com. This includes maintaining a list of vendors and acquiring and maintaining a set of W9’s for new vendors. In QBO, recording and paying for certain invoices that do not go through Bill.com.
  • A/P and A/R tracking. Regularly checks the A/P Aging Summary to spot and late bills, bill that may have been missed, or errors on invoices. Regularly checks the A/R Aging Summary to remind the rental events team and donations team of any invoices that are past due.
  • Assists the Director of Finance with month-end close. Creates work papers for designated balance sheet accounts, follows up with department heads to submit invoices on time, and analyzes the P&L of previous months to spot any potential inconsistencies.
  • Responsible for credit card expense tracking. This includes recording monthly expense reports in QBO, reconciling receipts, statements, and the director submitted expense report to ensure consistency, and maintaining organized records of all related documents involving the museum’s credit cards. Also, pays the credit cards when they are due.
  • Maintain clear and consistent communication with department heads to assist them with billing, budget questions, credit card processing, or providing any other financial information about their department that they require.
  • Assisting the Rental Events team with creating invoices from new LOAs (and accounting for deferrals), maintaining clear communication with the Rental Events team regarding billing and payments, refunding security deposits, and assisting the Rental Events team with coordinating valet services for events.
  • Parking Garage analysis. Maintaining a master spreadsheet of monthly parking garage revenue, fees and dues, along with providing analysis of each months performance to appropriate leadership team members.
  • Promotional Items Inventory management. Maintaining the inventory in a secured location, process requests from departments when they request promo items and creating all corresponding journal entries, maintaining the inventory in the inventory account in QBO, and communicating with the Retail Ops team when items are taken so they can update the inventory in Retail Pro. In addition, responsible for counting the inventory on a quarterly basis to ensure accurate counts.
  • Inventory lead: Ensure all monthly inventory reports are received from Retail Ops and saved in work papers. Make monthly inventory adjustment journal entries to tie out inventory balances and produce work papers.
  • Leading the year-end 1099 filing.
  • Check Writing and all record keeping involved with writing checks.
  • Assisting the Director of Finance in the annual budget process.
  • Produce and distribute daily visitors’ statistics.
  • Any other tasks set forth by the Director of Finance on a day-to-day basis.

KNOWLEDGE, SKILLS, AND ABILITIES

The ideal candidate is:

  • Detailed oriented
  • Organized and can maintain large amounts of files/information in a neat manner
  • Can maintain deadlines and manage their time well
  • Someone who is personable and communicates clearly
  • Proficient with appropriate software systems. This includes Excel, Word, QBO, Bill.com, and Tessitura.
  • Adaptable; can learn new things quickly and easily
  • Trustworthy with handling confidential/sensitive information
  • Has experience in bookkeeping, especially in a non-profit organization
  • Someone who is good at problem-solving and critical thinking

HOW TO APPLY:

Send email outlining your skills, significant accomplishments and your resume and salary expectations to Patti Knox, HR (patricia.knox@thejamesmuseum.org).

EQUAL EMPLOYMENT OPPORTUNITY POLICY
The James Museum of Western & Wildlife Art provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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