Paris Gibson Square Museum of Art
Bookkeeper/HR Administrator
Job Description

Supervisor: Nicole Evans, Interim Executive Director/Curator
$42,000: Full-Time, Salary-Exempt

The Bookkeeper/HR Administrator position works to ensure The Square operates at the highest and most efficient fiscal level possible for a non-profit organization. This position is responsible for the professional and vital financial records and transactions on a daily, monthly, and annual basis. This position also maintains and monitors the cash flow of the museum, along with producing accurate financial reports to assist staff, the Finance Committee, and the Board of Directors as needed.

Mission, Vision, & Values

Our Mission: To inspire and promote contemporary art through exhibitions, collections, events, and education in a historic setting.

Our Vision: To connect the community with culture and contemporary art.

Our Values:

• Respectfully supports diversity, equity, and inclusion where all voices are heard

• Creates opportunities for diverse guests to make a meaningful connection with the Arts

• Engages a diverse population by collecting, preserving, exhibiting, and interpreting art

• Inspires artistic expression and understanding through educational programming

• Supports contemporary artists by providing opportunities for them to develop, create, and exhibit new work; and

• Preserves a significant historic building.

Follow the 5 Expectations of The Square Team

Be Here Be Square

• Come to work every scheduled day on time and be committed to your job. Be ready to work every day with an attitude of gratitude for having a job at the Paris Gibson Square Museum of Art, which upholds an important humanitarian need in society. Be focused on your job and tasks at hand. Know that you are an important part of the team and structure of this institution, and your department and role provide a necessary need to uphold the mission, vision, and values of the museum. If you are running late to work notify the Executive Director or specific department head.

Solve & Resolve

• When a problem arises in your department, see it, own it, solve it, and do it. You were hired because of your experience and expertise in your field. Your skills and knowledge support each department

Care to Share

• Communication is imperative for staff relations and building lasting relationships
  Communicate in a respectful and clear manner. Communicate your needs and intentions. Take the time to speak to patrons who enter the museum. If you are in the hallway, take a minute to say hello and thank them for coming to the museum. Strike up a conversation, where are they from, have they been here before? Let them know about other upcoming events and where to find the information

Bridge the Gap

• Take the time to outreach and build relationships with outside community members and business owners. Invite them to the museum. Help with soliciting museum memberships by sharing our mission, vision, and values

Believe & Achieve

• Strive every day to work towards your goals.
  What does it look like to be successful in your field? List your top three goals for your department.
  What type of professional development would help you succeed with your goals?
  Is there anything lacking in your department that keeps you from achieving your goals?

Position Qualifications

• Three + years of extensive bookkeeping with extensive experience with QuickBooks Online

• Preferred experience in a non-profit environment

• Strong written and verbal communication and time management skills

• Extensive knowledge of generally accepted accounting policies and procedures

• Maintains a positive attitude and thrives in a collaborative environment and willingness to help where needed

• Excellent verbal and written communication skills

• Strong organization and project management skills

• Ability to self-manage, problem-solve, and be proactive

• Organized, detail-oriented, and able to stay on task

• Competency with Microsoft Office, especially Excel, Word, and Outlook

• Can safely lift 50lbs or more

• Data collection and management

Duties & Responsibilities

Bookkeeping

• Review and process Accounts Payable; monitor payments by Check, ACH & Bank Draft

• Review and process Accounts Receivable; monitor payments by Check, ACH & Bank Draft

• Review & prepare Financial Reports as necessary for Monthly Finance Committee meeting

• Manage bank feeds, credit cards, and investment accounts, along with monthly reconciliation and journal entries

• Monthly reconciliation of banking, savings, and investment accounts

• Review and process Temporary Restricted Account transfers as necessary for proper allocations

• Monthly reconciliation of credit cards

• Review & prepare the annual IRS 990

• Work with staff for preparation of annual department budgets

• Work with Gift Shop Manager on monitoring of inventory, products & services, and vendor information

• Work with Gift Shop Manager on payment of monthly artist commission

• Review and prepare Gift Shop bank deposit as necessary

• Annual stale dated check processing

• Review and reconcile Grants as necessary

• Review and prepare monthly, quarterly, annual, year-end reconciliation, journal entries, transfers, etc.

• Prepare & submit vendor IRS 1099's annually

• Review & update staff Health Insurance rates

• Monitor & update QBO chart of accounts as necessary

• Monitor institution memberships for compliance

• Maintain all required records according to retention schedule

Human Resources

• Assist with employee job descriptions, interviews, and on-boarding

• Maintain employee files, including personal information

• Ensure compliance with data privacy laws and regulations

• Review and processing payroll for monthly instructors and staff, including benefits, time-sheet review, direct deposit, and personal tax information

• Review & update Staff policies & procedures as necessary

• Prepare & submit staff IRS W2's annually

• Updated new employee forms as necessary

Other Duties

• Assist in planning & execution of Special Events, along with complete budget & expense monitoring

• Prepare monthly Membership Renewal Letters & reminder postcards

• Participate in Monthly Staff meetings and take meeting minutes

• Review & update Little Green Light database transactions for membership, sponsorship, donations, etc.

• Correspondence with staff, vendors, instructors, donors, etc.

• Attending all staff meetings, receptions, and fundraising events during the time of employment

• Report on key fiscal activities, developments, accomplishments to the Executive Director and Finance Committee monthly

• Alarm Code and Key will be assigned

HOW TO APPLY

Send your Letter of Interest, Resumé and/or C.V., and 3 references to:
Nicole Evans, Interim Executive Director/Chief Curator & Director of Curatorial Affairs
nicole@the-square.org

Benefits

Worker’s Compensation
Unemployment Insurance
Social Security/Medicare
Health Insurance

FULL-TIME EMPLOYEES are eligible for a group medical insurance plan to cover health care. Employees become eligible the first of the month following a maximum 60-day waiting period or as stated in federal law. The Square currently contributes $325 per month towards coverage. Dependent medical coverage, dental and vision coverage is available for purchase from the insurer but must be purchased at the employee’s own expense. Insurance coverage is reviewed annually during the June 1 – June 30th open enrollment period.

Holiday Pay

• New Year’s Day

• Martin Luther King Jr. Day

• President’s Day

• Memorial Day

• Independence Day

• Labor Day

• Thanksgiving Day

• Day after Thanksgiving

• Christmas Day

• One floating holiday (to be taken within the calendar year; scheduling requires prior approval by the Executive Director. It is the employee’s responsibility to ensure this holiday is taken.)

Vacation & Sick Leave

• Salaried-Exempt employees do not accrue vacation or sick leave hours. The understanding and expectation is employees take the necessary time for work-life balance. This includes time for vacations, staycations, weddings, illness, family illness, emergencies, mental health days, doctor’s appointments, or any other personal matters that might require time off from work.

About Great Falls, Montana:

Community: Great Falls straddles the Missouri River in the heart of Montana and is known as the "Electric City" because of its numerous dams and power plants. It is a place for independent, outdoor adventurers; seekers of culture and history; and planners of meetings looking for a true, authentic Montana experience. Great Falls provides a basecamp for a wide range of outdoor adventures and offers a haven of rich arts, including the Paris Gibson Square Museum of Art; culture; and history in a vibrant, modern community where an expansive, unspoiled, diverse landscape renews one’s spirit! Currently the greater Great Falls area is home to approximately 65,000 residents. Please feel free to visit the following sites to learn more about Great Falls.

https://www.visitmt.com/places-to-go/cities-and-towns/great-falls
https://visitgreatfallsmontana.org/