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Financial Records/Database Manager

Job Description


Reports to:  Executive Director

Hours:           20 to 25 per week



 Working knowledge of general accounting practices, a working knowledge of computer accounting programs, (Sage) and database management programs (MS Excel, MS access. Microsoft Word)



  • Receive and account for all monies at the Museum.
  • Manage the Museum’s multiple checking and savings accounts; make bank deposits  Does not manage accounts.
  • Reconcile bank balances for the General Fund, Education Fund, Acquisition Fund, and restricted Donations/Grants Fund.
  • Receive all invoices and prepare all check requests.  Upon approval, cut checks.
  • File all invoice related paperwork.
  • Generate monthly Actual Figure, Balance and Income and Expense reports for the Executive Director.
  • Generate quarterly and annual financial accounting reports for Bookkeeping and Auditing services.
  • ***Process all monthly timecards and generate monthly payroll.

Manage the Museum’s databases

  • Membership – Mailings, Reports, Thanks You’s
  • Donors
  • Rental Sales Gallery inventory – Rent Received – Payments to Artists
  • Museum attendance
  • Manage Mailing Lists and Labels
  • Payroll 

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