Bookkeeper (Part-Time, Contracted)

BOOKKEEPER (Part-Time, Contracted)
Stanley-Whitman House | Farmington, Connecticut

ABOUT THE ORGANIZATION

Stanley-Whitman House, a National Historic Landmark, is a museum and living history center that collects, preserves, and interprets the history and culture of 17th-19th-century Farmington, Connecticut. As Farmington's first museum, it has operated since 1935 under the auspices of the Farmington Village Green and Library Association (FVGLA), a nonprofit 501(c)(3) educational organization. In addition to the museum, Stanley-Whitman House stewards three FVGLA historic properties: Farmington's Village Green and two historic burial grounds, Memento Mori Cemetery and Scott Swamp Cemetery. Our financial operations span multiple funds and revenue streams across these entities and require a detail-oriented partner who can work independently in a small-staff environment.

POSITION OVERVIEW

The Bookkeeper works under the direct supervision of the Executive Director and Curator and is responsible for executing approved financial processes, maintaining accurate and complete accounting records, and supporting compliance with federal, state, and local regulations. The Bookkeeper does not have unilateral authority to approve expenditures, payroll, contracts, or financial commitments; final approval authority resides with the Executive Director and, where required, the Board of Directors.

RESPONSIBILITIES

• Maintain accurate records of income and expenses in QuickBooks Online using class-based accounting across Museum, Village Green, and Old Cemetery funds
• Reconcile bank, credit card, and platform accounts monthly, including Square (point-of-sale), Eventbrite (ticketing and event registration, which may also capture donations), and PayPal; process and record corporate matching gifts received through Benevity and similar platforms
• Process accounts payable and receivable, including contributions, memberships, program revenue, museum store sales, grants, and in-kind donations
• Support payroll processing: distribute and verify staff timecards, prepare payroll journal entries, and coordinate as needed with payroll administration
• Track restricted and endowment fund activity; record reimbursements, endowment drawdowns, and overhead transfers in compliance with donor restrictions and governing documents
• Prepare monthly financial statements (Profit & Loss by class, Balance Sheet, Cash Flow) and quarterly financial packets for the Finance Committee, including Budget vs. Actuals and fundraising performance
• Manage grant financial tracking and assist the Executive Director with grant reports; invoice sponsors and grantors as required
• Track income and expenses for annual fundraising events; prepare post-event financial reports
• File Connecticut Sales & Use Tax returns; issue IRS Form 1099s; confirm W-9s on file for independent contractors; support annual audit preparation and fiscal year-end close (June 30)
• Assist with annual budgeting process and entry into QuickBooks Online
• Available to attend Stanley-Whitman House Board of Directors meetings and FVGLA Finance Committee meetings when requested by the Executive Director

SYSTEMS

The Bookkeeper works primarily in QuickBooks Online with class-based accounting, and is expected to be comfortable with a range of online platforms for point-of-sale, ticketing, and donation processing.

QUALIFICATIONS

• Minimum 3 years of bookkeeping experience, preferably with nonprofit organizations
• Proficiency in QuickBooks Online and nonprofit fund accounting, including restricted and unrestricted revenue
• Experience with multi-platform income reconciliation (point-of-sale, ticketing, online giving)
• Strong organizational skills and ability to work independently
• Familiarity with Connecticut Sales & Use Tax filing and IRS 1099 requirements a plus

COMPENSATION AND SCHEDULE

Hourly rate $25-35 commensurate with experience. Hours vary by season, with increased time during audit season (fall) and budget preparation (spring). Remote work possible for most tasks; occasional on-site presence in Farmington, CT preferred.

TO APPLY

Send a cover letter and resume to Andy Verzosa, Executive Director, at [email protected]. Applications reviewed on a rolling basis.

The Stanley-Whitman House is an equal opportunity employer.