Bookkeeping Request for Proposals

The Small Museum Association is seeking proposals from qualified bookkeepers to manage our quarterly bookkeeping needs. We are a small national nonprofit and we use QuickBooks Online for all accounting purposes. The ideal candidate will have experience in handling non-profit bookkeeping, be detail-oriented, and be familiar with the financial regulations that apply to our operations.

This is a quarterly position with additional work required in February following our annual conference. We expect the bookkeeping duties to take 1-2 hours each quarter, with the potential for extra time in February. As a volunteer-run nonprofit that is growing, we are looking to professionalize our bookkeeping and make sure it is more consistent as the treasurer has been maintaining the books to date. We currently have an operating budget of around $50,000.

Scope of Work

The selected bookkeeper will be responsible for the following tasks each quarter:

1. Classify and Reconcile Accounts
   • Review and categorize transactions in QuickBooks Online.
   • Reconcile bank and credit card accounts to ensure all transactions are accounted for.
2. Prepare and File Form 990
   • Gather the necessary financial information and complete IRS Form 990 (non-profit tax return) on an annual basis.
   • If needed, coordinate with the organization’s accountant to ensure timely filing.
3. Issue 1099 Forms
   • Issue 1099 forms for any independent contractors or speakers who have been paid $600 or more during the year.
4. Quarterly Reports and Summary
   • Provide a quarterly financial summary to the organization’s leadership.
   • Address any discrepancies or errors in accounts and provide recommendations.
5. Extra Work in February (Post-Conference)
   • After our annual conference, there will be additional bookkeeping tasks, including but not limited to:
   • • Review of conference-related income and expenses.
     • Additional 1099 filings if needed.
     • Adjustments to accounts and reconciliation following the event.

Qualifications

To be considered for this role, the applicant must meet the following qualifications:

• Proven experience in bookkeeping, preferably with non-profit organizations.

• Proficiency in QuickBooks Online.

• Experience preparing Form 990 and issuing 1099s.

• Strong attention to detail and accuracy.

• Ability to meet deadlines with minimal supervision.

• Good communication skills and the ability to work independently.

• Knowledge of IRS rules and regulations regarding 1099 and Form 990 filings is a plus.

Proposal Requirements

Please submit the following in your proposal:

1. Cover Letter: A brief letter introducing yourself and your experience in bookkeeping.
• Hourly Rate: Your hourly rate for quarterly bookkeeping tasks and any additional work that might be required after our annual conference.
• Timeline: Estimated time required to complete the quarterly bookkeeping tasks, including any additional time needed in February after the conference.
2. Resume: A summary of your experience working with QuickBooks Online and preparing Form 990/1099 filings.
3. References: At least two references from past clients who can speak to your bookkeeping services.

Submission Instructions

Please submit your proposal via email to the SMA Vice President no later than January 10, 2025. We will review all submissions and contact shortlisted candidates for an interview.