Fiscal Assistant: Bookkeeping, Payroll, Member Billing

Position Title: Fiscal Assistant: Bookkeeping, Payroll, Member Billing

Reports To: Executive Director

Wage: $20.50-$22.25 per hour

Status, Hours: Part-time, Non-exempt (up to 25 hours/ week; 20% remote work per week possible)

Overview: The Fiscal Assistant works closely with the Executive Director and Treasurer to ensure accurate day-to-day financial management and timely reporting, compliance with nonprofit accounting standards, efficient payroll operations, and timely member billing. The position requires strong attention to detail, organizational skills, and the ability to work independently and collaboratively in a small, nonprofit environment.

Responsibilities

Bookkeeping & Accounting – 75%

• Maintain accurate records of all financial transactions in accounting software (e.g., QuickBooks).
• Prepare accounts payable for review and track disbursements.
• Process receivables including preparing cash deposits for review, entering electronic receipts, and making routine bank deposits.
• Prepare and deliver invoices and track outstanding receivables as needed.
• Reconcile bank and credit card statements.
• Track restricted and unrestricted funds, including donations and grants.
• Coordinate monthly member billing and record donor and sponsor transactions.
• Support preparation of monthly financial statements for the Executive Director and Board of Trustees including monthly reconciliation of balance sheet accounts.
• Assist with annual budget development and annual store inventory
• Prepare materials for and assist in coordinating annual independent financial audit.
• Maintain organized electronic and physical financial and payroll records.

Payroll coordination – 15%

• Process payroll in compliance with federal and state regulations.
• Process and employee benefits including tracking employee time off and leave requests.
• Maintain employee records, ensuring confidentiality and compliance with labor laws.
• Help coordinate administrative onboarding and offboarding tasks for employees.
• Support coordination insurance and retirement plan providers as needed.
• Serve as a point of contact for basic payroll and onboarding questions from staff.

General administrative support – 10%

• Maintain Museum vital record electronic and physical files.
• Coordinate office supply purchases.
• Handle outgoing and incoming mail distribution.
• Assist Executive Director and Treasurer with special projects as needed.

Qualifications

• Associate or bachelor’s degree in accounting, finance, or related field preferred.
• Minimum three years bookkeeping/accounting experience with knowledge of payroll processing practices required.
• Proficiency with Excel, QuickBooks, Microsoft Office, and Google Workspace required. Familiarity with customer service or membership software systems preferred.
• Experience with payroll systems (e.g., ADP, Paychex, QuickBooks Payroll) and/ or experience working with a payroll and benefits processing vendor required.
• Familiarity with nonprofit fund accounting preferred; nonprofit bookkeeping experience ideal.
• Strong attention to detail, accuracy, and confidentiality.
• Ability to manage multiple priorities and meet deadlines independently.

Standards:

· Supportive of Museum mission, vision, goals and of the success of the Museum Team.

· Accuracy, thoroughness, and attention to detail in new and repeated transactions.

· Consideration of others as demonstrated in demeanor and interactions.

· Accuracy and effectiveness in all communication.

· Adaptability and flexibility in a changing environment and openness to learning new things.

Working conditions and physical aspects of the role:

• Work is performed on site at the Museum with up to 25% remote work possible.
• Work is primarily sedentary and performed seated at a desk. Duties of this position require that the employee is regularly talk and hear in person, online, by telephone and to use hands repetitively to operate computers and other standard office equipment. Periodic moving about the Museum required, with some work required at meetings and events in the community.
• Occasional lifting up to 15 pounds.
• Able to provide own transportation to/from Hammondsport, NY; and, as needed, use personal vehicle as transport to Museum activities off site (with mileage reimbursement)

About Glenn H. Curtiss Museum

The Glenn H. Curtiss Museum is dedicated to preserving and sharing the legacy of aviation pioneer Glenn H. Curtiss through engaging exhibits, educational programming, and community events. Our team is passionate about providing memorable experiences for visitors of all ages.

The Glenn H. Curtiss Museum is committed to diversity and inclusion and a policy of equal employment opportunity with respect to all employees, interns, and applicants for employment. We recruit, hire, train, and promote without discrimination due to race, color, sex, age, disability, religion, citizenship, national origin, military or veteran status, marital status, gender identity and expression, sexual orientation, and any other status protected by applicable federal, state, or local law.

Pay: $20.50 - $22.25 per hour

Work Location: In person

Salary : $21 - $22