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Bookkeeper and Program Assistant

Company: Indiana Humanities
Location: Indianapolis
Posted on: April 10, 2021

Job Description:

Do you find joy in maintaining tidy balance sheets and meticulous records? Would you find satisfaction in providing administrative support to a variety of individuals and cultural nonprofits across Indiana, enabling them to serve their communities with innovative programming? If so, Indiana Humanities would love to welcome you to our service-oriented team! Indiana Humanities seeks an experienced bookkeeper and program assistant to manage the day-to-day accounting for the organization and provide administrative support to our grant and program teams. The bookkeeper will report to the vice president and work closely with the outsourced CFO. This full-time position includes generous health, dental and vision insurance, life insurance, long-term disability insurance and a 403(b) match after the first year of employment. Salary is commensurate with experience. Indiana Humanities is a statewide nonprofit dedicated to promoting the public humanities (history, literature, civic education, languages, cultural studies, philosophy or ethics, etc.). We are a grant maker, a neutral convener, a facilitator, program partner and much more. We strive for an Indiana where the humanities belong to everyone, where action is rooted in insight and where community grows from conversation. Like all members of the Indiana Humanities team, this professional should be committed to our mission and exhibit our values of inclusivity, curiosity, community, creativity and partnership. Knowledge/Skills/Abilities:

  • Attention to detail and accuracy
  • Excellent data entry skills
  • Ability to prioritize multiple projects and deadlines
  • Great interpersonal and customer service skills
  • Extensive experience with QuickBooks Online and other integrated financial systems
  • Experience working with federal funds and foundation grants Accounting duties include (approx. 50% of time):
    • Enter and code payables via
    • Enter all deposits into QuickBooks Online
    • Record grants receivables upon notification of the grant awards
    • Prepare reconciliations and adjustments for:
    • Bank, credit card and investment accounts (monthly)
    • Prepaid expenses (monthly)
    • Fixed asset records and depreciation expenses (monthly)
    • Accrued payroll liability (monthly)
    • Inventory on hand (quarterly)
    • Payroll expenses on a quarterly basis to Form 941
    • Perform monthly allocations in QuickBooks Online of administrative costs based upon staff submitted timesheets
    • Maintain a spreadsheet of personnel related costs by person
    • Submit 403(b) withholdings and employer contributions on a semi-monthly basis
    • Monitor projects funded with donor restricted funds, record monthly adjustments to restricted balances based on income and expense, provide monthly reports of all donor restricted project balances to program staff for review
    • Assist with the preparation for the annual financial statement audit
    • File tax reports, including 1099-NEC and Indiana sales tax Additional program management responsibilities (50% of time):
      • Manage partnership agreement letters, payments and reporting deadlines for various programs
      • Respond to partner and grantee questions about billing, payments and reporting by phone and email
      • Maintain records for grant reporting and compliance on programs and grants
      • Register and maintain program information in the database
      • Update the web calendar with events
      • Occasionally attend Indiana Humanities programs and provide event support, including greeting attendees, registration, setup, etc.
      • Manage the reservation process, day-to-day communication with participants, and shipments for the Novel Conversations lending library (requires the ability to lift up to 50 lbs. and carry books up and down stairs)
        Education and/or Equivalent Experience:
        • High school diploma or GED
        • Three to five years in a related bookkeeping role
        • Experience with the management systems (or similar systems) utilized by Indiana Humanities, including QuickBooks Online,, Expensify, Gusto and TSheets. Demonstrated ability to maintain confidentiality of personnel, grantee and organizational financial information.
          We realize there are great candidates who won't check all of these boxes, and we also know you might bring important skills that we haven't considered. If that's you, don't hesitate to apply and tell us about yourself. Indiana Humanities is an equal opportunity employer, and our hiring process is inclusive of all genders and gender expressions, races and ethnicities, religions and sexualities as well as veterans and people with disabilities. Indiana Humanities is following the federal, state, local and CDC guidelines regarding Covid practices. This means that we are currently working remotely and will do so until it is safe to return to the office. In the interim, there may be times when the person who fills this position will need to come to the office and will be expected to follow the safety measures we have in place. We offer a stipend to employees to help with expenses due to working remotely. Our offices are located near downtown Indianapolis in a lovingly restored historic home built by Indiana author Meredith Nicholson. Our office hours are 8:30 a.m. to 5 p.m., but we offer flexible working schedules to accommodate the professional and personal needs of our staff.
          Application process: To apply, send a resume (with references) and cover letter explaining your interest in the position to Kristen Fuhs Wells, vice president, at . Please put the name of the position you are applying for in the subject line. Applications are requested by April 30 but will be accepted until the position is filled. Early applications are encouraged.
          Learn more about Indiana Humanities at .

Keywords: Indiana Humanities, Indianapolis , Bookkeeper and Program Assistant, Accounting, Auditing , Indianapolis, Indiana

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