Bookkeeper/Accountant – Part Time/Hourly

Pittock Mansion Society; Portland (OR); On-site; USD 34,440 - 41,328; Part time

Benefits offered by this job

Free Pittock membership

Reciprocal Museum Membership program

Job summary

Pittock Mansion Society is seeking a part-time Bookkeeper/Accountant to join our team in Portland, OR. The role monitors day-to-day financial transactions and supports all accounting processes for the institution, acting as a backup to the Director of Finance & Administration.

Responsibilities include maintaining records, processing invoices, handling accounts payable and receivable, payroll support, and preparing reports, with an emphasis on accuracy, confidentiality, and timely completion

Qualifications

• 2-4 years related bookkeeping experience in an office setting.
• Non-profit bookkeeping experience preferred
• Exceptional time management and organizational skills, with a high level of attention to detail and ability to effectively multi-task
• The ability to manage multiple tasks, prioritize work, and maintain organized records is vital for meeting deadlines.
• Highly proficient in Microsoft Office, particularly Outlook, Excel and PowerPoint
• Experience with accounting software, with QuickBooks experience strongly preferred
• Experience with account reconciliations and tracking credit card transactions
• Basic IT and Office Equipment knowledge and troubleshooting skills
• Reliability and ability to maintain a regular work schedule.
• High level of professionalism, responsibility, flexibility and confidentiality
• Strong written and verbal communication skills are needed for interacting with vendors, clients, and internal teams.

Responsibilities

• Familiarizes with all aspects of Pittock Mansion’s accounting to be able to handle all the basic functions of the accounting office in the absence of the Director of Finance.
• Maintain accurate financial records
• Record transactions and reconcile bank/credit card accounts
• Accounts Payable: Process vendor invoices, issue bi-weekly AP reports on a timely basis. Is thorough to ensure no payments are missed or delayed
• Monitor credit card charges for all credit card users, payment discrepancies, refunds, returns and miscellaneous charges in a timely and regular manner. Ensures credit card receipts from all users are recorded in the system.
• Accounts Receivable: Issue invoices for various events, record incoming pledges/donations. Proactively and regularly seek receipts and invoices from various departmental staff.
• Assist the Director of Finance with timely monthly, quarterly and annual finance reconciliation and generating reports and data for the CEO
• Assist with payroll and tax preparation (as needed)
• Fund Accounting & Tracking: Monitor restricted vs. unrestricted funds to ensure grant and donation money is spent according to the donor’s intent.
• Cash collection and reconciliation to POS system, prepare bank deposits from physical cash
• Maintain secure cash-handling procedures by performing on-site cash counts and audits
• Maintain historical records in keeping with the organization’s Document Retention Policy
• Work with management to gather essential documentation and records for annual filing of Form 990 and 1099’s

Skills

Time management

Detail orientation

Communication skills

Tools

Microsoft Office

Excel

PowerPoint

QuickBooks

Job description

Reports to: Director of Finance & Administration
Location: Portland, OR
Type: Part time/Hourly/ Non-Exempt (average of 16 hours/week)
Salary: $25-$30 hourly (based on experience)
Benefits: Pittock Mansion Society offers staff a free annual Pittock membership and benefits of the Reciprocal Museum Membership program that allows them free access to area museums and gardens.

Qualified candidates must complete a background check prior to hiring.

ABOUT PITTOCK MANSION:
Pittock Mansion is a 1914 historic house museum, owned by the City of Portland, Parks and Recreation and operated by the Pittock Mansion Society. The premises include the Mansion, the Gate Lodge, and the Garage with beautiful gardens adjacent to Pittock Vista Point. The mission of the organization is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs. Pittock Mansion is one of the top tourist destinations in Portland.

The organization is at an exciting juncture of growth, reimagination, and evolution with the new vision, Pittock 2.0.

POSITION SUMMARY:

We are seeking a part-time Bookkeeper/Accountant to join our team. The Bookkeeper/Accountant monitors and processes day-to-day financial transactions and is familiar with all aspects and processes of the accounting systems at Pittock Mansion. The Bookkeeper/Accountant is the primary staff for the fulfillment of all accounting duties for institution and acts as a point of contact during the absence of the Director of Finance and Administration. Provides administrative assistance to the Director of Finance.

Essential duties and responsibilities include but not limited to:

• Familiarizes with all aspects of Pittock Mansion’s accounting to be able to handle all the basic functions of the accounting office in the absence of the Director of Finance.
• Maintain accurate financial records
• Record transactions and reconcile bank/credit card accounts
• Accounts Payable: Process vendor invoices, issue bi-weekly AP reports on a timely basis. Is thorough to ensure no payments are missed or delayed
• Monitor credit card charges for all credit card users, payment discrepancies, refunds, returns and miscellaneous charges in a timely and regular manner. Ensures credit card receipts from all users are recorded in the system.
• Accounts Receivable: Issue invoices for various events, record incoming pledges/donations. Proactively and regularly seek receipts and invoices from various departmental staff.
• Assist the Director of Finance with timely monthly, quarterly and annual finance reconciliation and generating reports and data for the CEO
• Assist with payroll and tax preparation (as needed)
• Fund Accounting & Tracking: Monitor restricted vs. unrestricted funds to ensure grant and donation money is spent according to the donor’s intent.
• Cash collection and reconciliation to POS system, prepare bank deposits from physical cash
• Maintain secure cash-handling procedures by performing on-site cash counts and audits
• Maintain historical records in keeping with the organization’s Document Retention Policy
• Work with management to gather essential documentation and records for annual filing of Form 990 and 1099’s

In addition to the above duties, special projects and related accounting and administrative support duties as deemed appropriate by Director of Finance or CEO.

Required Skills and Experience:

• 2-4 years related bookkeeping experience in an office setting.
• Non-profit bookkeeping experience preferred
• Exceptional time management and organizational skills, with a high level of attention to detail and ability to effectively multi-task
• The ability to manage multiple tasks, prioritize work, and maintain organized records is vital for meeting deadlines.
• Highly proficient in Microsoft Office, particularly Outlook, Excel and PowerPoint
• Experience with accounting software, with QuickBooks experience strongly preferred
• Experience with account reconciliations and tracking credit card transactions
• Basic IT and Office Equipment knowledge and troubleshooting skills
• Reliability and ability to maintain a regular work schedule.
• High level of professionalism, responsibility, flexibility and confidentiality
• Strong written and verbal communication skills are needed for interacting with vendors, clients, and internal teams.

Physical Activities/ Other Conditions:

• Ability to work in shared/open space office environment.
• Workstations may not be in a climate-controlled environment.
• Light to medium work that includes moving objects up to thirty pounds.
• Ability to do set up and tear down during events, carry and set up supplies, etc.
• Ability to navigate stairs and fair amount of walking on the Pittock Estate grounds.

Pittock Mansion Society is committed to a work environment in which all individuals are treated with dignity and respect. Everyone has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discrimination practices.

Pay: From $25.00 per hour
Expected hours: 15.0 – 20.0 per week