Bookkeeper & Administrative Manager

Stoutsburg Sourland African American Museum (SSAAM)

Skillman, NJ | Full-Time (Grant-Funded) | $30-35/hr

About SSAAM

The Stoutsburg Sourland African American Museum (SSAAM) is a history reclamation, cultural preservation, and community engagement organization dedicated to telling the story of the African American community of the Sourland Mountain region. Through research, public programming, and partnerships, SSAAM brings forward stories that have too often been overlooked, ensuring they are preserved, interpreted, and shared with future generations.

Position Overview

SSAAM is seeking a Bookkeeper & Administrative Manager to serve as the organization’s operational and financial backbone. This role is responsible for maintaining accurate financial systems, ensuring compliance with nonprofit and grant requirements, and supporting the day-to-day administrative infrastructure that allows SSAAM’s programs and initiatives to thrive.

This position is supported through grant funding and plays a critical role in ensuring responsible stewardship of financial resources while contributing to the successful execution of programs and events.

Key Responsibilities

Financial Management & Recordkeeping

• Maintain accurate and up-to-date financial records, including donations, grants, expenses, and revenue.
• Manage the general ledger and ensure all transactions are properly recorded and categorized.
• Enter and track expenses using QuickBooks or similar accounting software.

Accounts Payable & Receivable

• Manage accounts payable, ensuring timely and accurate payment of invoices.
• Oversee accounts receivable, including invoicing and tracking incoming funds related to donations, grants, and program revenue.

Bank Reconciliation & Financial Accuracy

• Perform regular reconciliation of bank and credit card statements.
• Prepare trial balances and ensure the integrity of financial data.

Payroll & Expense Management

• Process payroll in compliance with federal, state, and local requirements.
• Manage staff reimbursements and related documentation.

Financial Reporting & Grant Compliance

• Prepare financial reports for leadership and Board review.
• Track and report on grant expenditures, ensuring compliance with funding requirements.
• Support preparation of financial documentation for grant reporting and audits.

Budgeting & Organizational Support

• Assist with budget tracking and reporting, including variance analysis.
• Support leadership in aligning financial planning with programmatic goals.

Compliance & Audit Preparation

• Assist with year-end close and audit preparation.
• Ensure compliance with nonprofit accounting standards, including support for IRS Form 990

and other reporting requirements.

Administrative Operations & Event Support

• Maintain organized systems for financial and administrative records.
• Support organizational operations including scheduling, documentation, and internal systems.
• Provide logistical and administrative support for events and programs, including vendor coordination, payment tracking, and on-site support as needed.

Qualifications

• Bachelor’s degree in accounting, finance, business administration, or a related field or equivalent professional experience.
• 2–3 years of bookkeeping experience, preferably in a nonprofit or mission-driven environment.
• Strong understanding of nonprofit accounting principles, including fund accounting.
• Experience with grant financial tracking and reporting preferred.
• Proficiency in QuickBooks (or similar accounting software) and spreadsheets.

Required Skills

• High level of accuracy and attention to detail
• Strong organizational and time management skills
• Ability to manage multiple priorities and deadlines
• Analytical and problem-solving abilities
• Strong communication and interpersonal skills
• Ability to handle confidential information with discretion and integrity

Desired Attributes

Passion for history, cultural preservation, and community-centered work

• Comfort working in a growing organization with evolving systems
• Ability to connect financial management with programmatic impact
• Collaborative mindset and willingness to support cross-functional needs
• Flexibility to support both financial and operational priorities

Why This Role Matters

This role ensures that SSAAM’s mission-driven work is supported by strong financial stewardship and operational systems. The Bookkeeper & Administrative Manager plays a vital role in maintaining the integrity, sustainability, and effectiveness of the organization’s programs and partnerships.

To Apply

Please submit a resume and brief statement of interest outlining your experience and interest in this role to Anita Williams Galiano at awilliamsgaliano@ssaamuseum.org