Bookkeeper/Admin Services

Position Summary

Mead Botanical Garden seeks a detail-oriented and reliable Bookkeeper to support the financial

operations of the organization. This position is responsible for maintaining accurate and timely

financial records, managing income and expenses, reconciling accounts, processing payroll, and

preparing financial reports. The Bookkeeper plays a key role in ensuring the integrity of financial

data to support informed decision-making, compliance, and overall organizational efficiency.

Key Responsibilities

Financial Recording & Data Management

• Record all financial transactions, including income, expenses, invoices, payments, and

other activity.

• Enter and maintain accurate financial data in QuickBooks Online.

• Prepare deposits and record/classify income sources.

• Process and reconcile income from platforms such as Eventbrite, Square, PayPal, and

Clover.

Reconciliations & Reporting

• Reconcile bank statements, credit card statements, PayPal accounts, and other financial

accounts.

• Prepare financial statements, including Profit & Loss, Balance Sheets, and other routine

reports.

• Provide financial reports to the Executive Director, Treasurer, and Board of Trustees, as

requested.

• Prepare P&Ls for special events and programs.

Payroll & Compliance

• Process bi-weekly payroll and prepare payroll reports.

• Assist with annual audit preparation, including supplying documentation and making

adjusting journal entries.

• Assist with tax return preparation, ensuring accuracy and timely filing.• Calculate, prepare, and submit state sales tax reports.

Accounts Payable & Receivable

• Process incoming invoices; verify amounts and approvals prior to payment.

• Manage recurring payments, ACH drafts, and auto-debit accounts.

• Process approved staff and volunteer expense reimbursements.

• Ensure monthly online insurance payments are executed accurately and on time.

Administrative & Program Support

• Coordinate merchant services payment processing (Clover).

• Pick up mail from the Post Office as needed.

• Track financial activity for the Community Garden program, monitoring expenditures

and providing timely updates to the Program Director.

• Assist with annual budget development by providing historical financial data.

• Research product information, services, and pricing for organizational needs.

Qualifications and Required Skills

Education & Experience

• Associate or bachelor’s degree in accounting, Finance, Business Administration, or a

related field preferred.

• Minimum 3 years of bookkeeping or accounting experience, preferably in a nonprofit

environment.

• Demonstrated proficiency in QuickBooks Online required.

• Experience with payroll processing and tax filings strongly preferred.

Technical Skills

• Strong understanding of GAAP principles and nonprofit accounting practices.

• Proficient in Microsoft Office Suite, especially Excel (pivot tables, formulas,

reconciliation tools).

• Experience with digital payment systems (Square, Eventbrite, PayPal, Clover).

• Strong data entry accuracy and attention to detail.

Professional Skills

• Highly organized with strong time-management abilities.

• Excellent analytical and problem-solving skills.

• Ability to handle confidential information with discretion.

• Clear and professional communication skills—written and verbal.• Ability to work independently while maintaining collaborative communication with staff

and leadership.

• Strong commitment to accuracy, efficiency, and meeting deadlines.

How to Apply

Applications will be reviewed on a rolling basis until the position is filled. Interested candidates

should submit a resume and brief cover letter to: Ashley Fraebel, Executive Director | ashley@meadgarden.org

Mead Botanical Garden Inc. is a 501(c)3 non-profit organization dedicated to connecting people with nature.