Bookkeeper

Role Description

The Bookkeeper position is an opportunity to make a positive impact on AASLH’s finances so we can continue to help history doers thrive. The Bookkeeper plays a key role in ensuring accurate day-to-day financial operations and supporting AASLH’s Executive Vice President/Chief of Operations and the third-party accounting firm. This position is responsible for maintaining complete and accurate financial records, preparing month-end schedules, and ensuring the timely flow of information needed for financial reporting and audit preparation. This is an in-person role at AASLH’s Nashville office.

Company Description

The American Association for State and Local History, a 501(c)3 nonprofit organization, is a national membership association serving those who preserve and interpret history. AASLH provides leadership and resources to help the history community thrive and make the past more meaningful to all people. From its headquarters in Nashville, Tennessee, AASLH conducts research and advocacy efforts, publishes books, technical publications, and a magazine and maintains numerous affinity groups and committees serving a broad range of constituents across the historical community. The association also sponsors online professional development training, regional and national training workshops, and an Annual Conference. For more information, visit https://aaslh.org/.

Specific Duties and Responsibilities:

Daily & Monthly Bookkeeping

• Accurately record all income, expenses, deposits, and disbursements in QuickBooks.
• Properly code all transactions to the correct general ledger accounts, classes, programs, and fund categories.
• Maintain the general ledger and ensure accuracy through timely corrections and transaction research.
• Process and maintain Accounts Payable and Accounts Receivable.
• Reconcile bank and credit card accounts monthly and resolve discrepancies.
• Maintain vendor and customer files as needed.

Month-End Close Support

• Prepare all schedules and supporting documents for month-end close, including prepaid expenses, deferred revenue, deferred expenses, accrual listings, and aging reports.
• Prepare monthly reconciliation reports and documentation for third-party accounting firm review.
• Ensure all month-end items are completed and submitted according to the established reporting calendar.

Grant, Budgeting, and Internal Support

• Maintain and update grant tracking schedules.
• Provide historical data and financial information to support annual budget development.
• Assist management in gathering financial information required for grants, budgets, and reporting.

Audit & Compliance Support

• Gather and prepare financial documentation requested by external auditors.
• Prepare year-end 1099 support files for CPA firm preparation of 1099 and 1096 forms.
• Maintain organized financial records to support audit readiness.

Internal Collaboration

• Coordinate regularly with AASLH leadership and the third-party accounting firm.
• Provide timely responses to financial inquiries from internal leadership.
• Support additional administrative and financial projects as assigned.

Qualifications:

Required:

• High school diploma or equivalent; Associate degree in Accounting or Finance preferred.
• Proficiency in QuickBooks accounting software.
• Strong understanding of bookkeeping principles and nonprofit accounting.
• High attention to detail and accuracy.
• Ability to prepare month-end schedules and financial documentation.
• Strong communication skills for staff, vendor, and CPA firm interactions.
• Ability to maintain confidentiality.

Preferred:

• Certification as a bookkeeper or accounting technician (e.g., CPB or AAT).
• Experience in nonprofit bookkeeping or fund accounting.
• Multitasking skills for managing multiple accounts and projects simultaneously.
• Advanced proficiency in Microsoft Excel, including creating pivot tables and using formulas.
• Experience preparing documents for CPA review or audit engagement teams.