Bookkeeper and Financial Consultant

Bookkeeping and Financial Consulting Scope of Services

• Book and allocate all expenses and revenue
  • Physical deposits are handled by RBTC
• Complete Payroll Processes (as outlined below)
  • Permanent Staff (biweekly)
  • Production payroll (weekly)
    • 1099 contractors – ongoing
    • W2 payroll – 10 weeks during production
  • Schedule tax payments
    • Federal Withholding
    • State Withholding
    • State Unemployment
  • Schedule Tax Reports (monthly)
  • File payroll taxes (quarterly)
  • Schedule Illinois Secure Choice Payments (biweekly)
  • Generate annual tax forms for workers: 1099 and W2
    • Electronic forms due by Jan 21, 2026
    • Physical mailing to be handled by RBTC
• Process payables
  • Generate payments for approval by ED
  • Create vendors and contractors in Bill.com and send direct deposits
  • Create checks in QBO to be printed and signed by ED or other signer
  • Attach invoices and contracts to bills in QBO
• Complete account reconciliations and send to ED for review
  • Accounts to reconcile:
    • NeonPay (monthly) – credit card processor for donations, earned revenue
    • AESPay (as needed) – credit card processor for events (Annual Gala)
    • Checking Account (monthly) – Chase
    • Brokerage Account (quarterly) – Schwab
    • Credit Cards (monthly)
    • Chase LOC (quarterly)
    • IFF LOC (quarterly)
• End of Month Financial Preparation (by 15th of each month)
  • Monthly Financial Reports
    • Balance Sheet
    • Cash Flow
    • P&L
      • By Class
      • By Class, reduced
      • Against Budget
      • Against Budget, reduced
  • Answer questions via email from Executive Director

Necessary Skills

• Quickbooks Online including classes and tags
• Quickbooks Online payroll
• Bill.com vendor payment system
• Best practices for non-profit accounting
• Accrual accounting including revenue deferment and prepaid expenses
• Experience required
• 3 years non-profit bookkeeping experience
• Theater finance background a plus