Business Administration Specialist (Part-Time, Contract)

Organization: The Gulf Beach Art Center (Beach Art Center)

Location: Indian Rocks Beach, FL

Contract Type: Part-Time, Independent Contractor

Compensation: $20-$25 per hour

Reports to: Finance Committee of the Board of Directors

Overview

The Beach Art Center is seeking a detail-oriented and experienced General Bookkeeping and Administration Specialist to support the financial and administrative functions of our organization on a part-time, contract basis. This role is ideal for someone with a strong background in bookkeeping, business administration, and optimizing software. The successful candidate will work independently to manage key financial tasks, including accounts payable, payroll, QuickBooks management, and rental agreement administration, while also evaluating and improving our software tools to enhance overall efficiency.

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Key Responsibilities"

QuickBooks Management:

• Track expenses and ensure they are accurately recorded in QuickBooks.

• Perform monthly reconciliations of accounts and work with the accountants and Finance Committee to prepare monthly financial reports.

• Maintain up-to-date and accurate financial records.
   

Accounts Payable:

• Collaborate with the Operations team to process and record payments to educators, vendors, and others.

• Manage payments for gallery and gift shop sales, ensuring all transactions are completed accurately and on time.
   

Payroll Administration:

• Process bi-weekly payroll for Beach Art Center staff, ensuring compliance with payroll regulations.

• Maintain accurate payroll records and ensure timely distribution of payments.
   

Acuity Registration Software:

• Input and manage education program data in the Acuity registration system.

• Ensure the accuracy and timeliness of data entry, including class schedules and participant information.
   

Rental Agreements:

• Manage and oversee existing rental agreements with outside groups using the Beach Art Center (BAC) facilities.

• Coordinate with renters to ensure all terms of the agreements are met and address any issues that arise.
   

General Business Administration:

• Assist with general administrative tasks as needed, including responding to inquiries, managing correspondence and supporting the Operations team.

• Produce regular financial reports and any other duties assigned by the Board's Finance Committee.
   

Evaluating and Optimizing Software Tools:

• Assess and optimize the effectiveness of software tools, including QuickBooks, Acuity, and other business management systems.

• Recommend and implement improvements to streamline operations and enhance productivity.

 

Qualifications

Experience:

• Minimum of 2-3 years of experience in bookkeeping, accounting, or a related field.

• Proficiency in QuickBooks or similar accounting software is required.

• Prior experience working with non-profit organizations is highly desirable.
   

Preferred Skills:

• Strong organizational skills and attention to detail.

• Ability to work independently and manage time effectively.

• Excellent communication skills, both written and verbal.

• Proficient in Microsoft Office Suite (Excel, Word, Outlook).

 

Commitment & Contract Terms

• Hours: This is a part-time contract position requiring fluctuating hours per week dependent on timing.

• Location: The role is a hybrid of on-site and remote work and reports to the Board of Directors. You must live in commuting distance to the art center.

 

Application Process

To apply, please submit your resume and a brief cover letter outlining your experience and qualifications to Governance@beachartcenter.org. Applications will be reviewed on a rolling basis until the position is filled.

 

This job description provides a general overview of the duties and qualifications required for the position. Specific responsibilities and requirements may evolve based on the needs of the organization.

We are excited to hear from individuals who are enthusiastic about using their bookkeeping skills to make a positive impact. Join us in our mission to celebrate lifelong learning and support the creativity of all – inspiring, exploring, creating, and promoting the arts in our community.