PART-TIME BOOKKEEPER

Position Summary

The Palo Alto Museum seeks a part-time Bookkeeper to help build and support day-to-day accounting operations during an exciting phase of opening and early growth. This role plays an essential part in stewarding the financial resources that make our work possible—ensuring that the Museum’s financial records are complete, current, and audit-ready. The Bookkeeper will ensure that financial transactions are accurately recorded and reconciled, revenue streams are clearly tracked, and vendor payments and credit card activity are processed and coded correctly. This position also plays a key role in maintaining and improving the processes that underpin the Museum’s cash receipts and disbursements.

Reporting to the Director of Finance, the Bookkeeper will focus on consistent, high-quality execution of core accounting work while supporting strong financial processes and internal controls. This is an excellent opportunity for someone who enjoys hands-on work, takes pride in precision and efficiency, and is motivated by the opportunity to build systems from the ground up. You’ll be part of a small, collaborative team shaping a growing, mission-driven civic and cultural institution.

About the Museum

Opening in 2026, the Palo Alto Museum is transforming a historic landmark into a vibrant civic, cultural, and educational hub. Through dynamic exhibitions, public programs, and experiences for all ages, the Museum explores Palo Alto stories that shape our community and the world. Join us as we preserve the past, strengthen our community today, and inspire a brighter future together.

Key Responsibilities

Revenue Recording & Reconciliation

• Record and reconcile all Museum revenue streams, including ticketing, membership, donations, special events, and book/shop sales.
• Ensure revenue is properly classified (restricted vs. unrestricted where applicable) and tied out to source systems and bank deposits.
• Research and resolve variances in a timely manner between point-of-sale, donor, and membership systems and the general ledger.

Accounts Payable & Expense Management

• Manage the full accounts payable process including invoice intake, coding, approval routing, and payment execution in Bill.com or similar tool
• Review and code credit card transactions processed through Bill.com Spend & Expense, ensuring proper GL coding, receipt support, and timely month-end close.
• Maintain vendor records, W-9s, and payment information; support annual 1099 preparation.

Payroll Review

• Review payroll summaries prepared by external provider for accuracy, proper coding, and appropriate approvals prior to posting.
• Record payroll journal entries and reconcile payroll-related balance sheet accounts.

Reconciliations & Month-End Close

• Perform monthly bank reconciliations for all Museum bank accounts.
• Prepare and post recurring and adjusting journal entries as part of the monthly close.
• Reconcile key balance sheet accounts and assist the Director of Finance with month-end and year-end close activities.

Process Documentation & Internal Controls

• Maintain, update, and improve written process documents, including the full cash receipts and cash disbursements processes.
• Identify opportunities to strengthen internal controls and streamline day-to-day accounting workflows.
• Support external auditors and funders with requested schedules, reconciliations, and supporting documentation.

Qualifications

• 3–5 years of bookkeeping or general accounting experience; nonprofit and/or museum experience strongly preferred.
• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Proficiency with QuickBooks Online required.
• Hands-on experience with Bill.com AP and Bill.com Spend & Expense (or comparable tools) strongly preferred.
• Strong Microsoft Excel skills (pivot tables, lookups, reconciliations).
• Familiarity with fund accounting concepts and nonprofit revenue recognition (restricted vs. unrestricted funds, pledges, grants).
• Experience documenting and improving accounting processes and internal controls.

Core Attributes

• Meticulous attention to detail with a strong bias toward accuracy and completeness.
• Highly organized, self-directed, and able to manage a consistent workload within a part-time schedule.
• Discreet and trustworthy when handling confidential financial and donor information.
• Clear written and verbal communicator; able to explain accounting issues to non-finance staff.
• Collaborative and service-oriented, with a genuine interest in supporting the Museum’s mission.
• Comfortable working in a small team where flexibility and cross-functional support are part of the day.
• Adaptable and interested in supporting a growing organization

Compensation, Location, Benefits

• Compensation: $40-$50 per hour, depending on experience
• Location: Hybrid role based in Palo Alto California. 1-2 days per week on-site to support collaboration and coordination with the team. 
• Benefits: Paid sick leave in accordance with California law. Flexible, mission-driven work environment. Opportunity to contribute to building foundational financial systems for a new civic and cultural institution. This part-time position is not eligible for employer-sponsored health, dental, or vision benefits.

How to Apply

Please submit to jobs@paloaltomuseum.org.

• Cover letter 
• Resume
• Three professional references

Please include the job title that you are applying for in the subject line of your email.

The Palo Alto Museum is an equal opportunity employer and values diverse perspectives, lived experiences, and inclusive leadership. The Museum provides equal employment opportunities to all persons regardless of age, color, national origin, race, religion, creed, gender, sex, pregnancy, sexual orientation, marital status, or any other characteristic protected by federal, state or local law. Reasonable accommodation will be provided for qualified individuals with disabilities.