Bookkeeper and Finance Operations Specialist

About the Role

The Rocky Mountain Biological Laboratory (RMBL) seeks a Bookkeeper and Finance Operations Specialist to join its finance team. This role is essential for the accuracy and integrity of RMBL's financial records and the improvement of its financial systems. The specialist will work closely with the finance director to manage daily bookkeeping, accounts payable and receivable, reconciliations, payroll, and the recording of donor gifts and program payments. RMBL is an independent nonprofit biological field station near Crested Butte, Colorado, dedicated to advancing scientific understanding of nature.

Key Responsibilities

Bookkeeping & Reconciliations

• Perform daily and weekly bookkeeping in QuickBooks.
• Reconcile seven bank accounts monthly in QuickBooks, identifying and correcting errors.
• Reconcile 10 credit cards monthly in QuickBooks, obtaining receipts and proper approvals for every charge and filing accurately.

Accounts Payable & Accounts Receivable

• Manage payables through QuickBooks and BILL.com, obtaining receipts and proper approvals for every charge and filing accurately.
• Accurately record all payments received, including RMBL fee payments, donor gifts, youth program payments, conference payments, online donations and payments, and Gothic Store receipts.
• Process donor gifts and pledges in QuickBooks, ensuring correct designation.
• Prepare bank deposits, record all deposit data, and deliver deposits to the bank.

Payroll & Tax Reporting

• Process payroll in Paychex for up to 70 employees and independent contractors, following proper procedures.
• Run payroll reports for supervisors and bimonthly reports, allocating salaries and taxes to specific grants.
• Collect W-9s from contractors and prepare 1099s each January using Track1099.
• Add new staff to Paychex and train staff on payroll system use.

Systems, Process Improvement & Documentation

• Support the transition to a new fiscal year.
• Regularly assess accounting and financial processes, identifying opportunities for improvement in efficiency, accuracy, internal controls, and ease of use.
• Research, recommend, and help implement technology and tools that streamline financial processes, including credit card and receipt management, accounts payable, expense reimbursement, payroll, electronic approvals, and other workflows.

Store & Cash Management

• Process Square and Gothic Store receipts: count, record, and deposit cash, and reconcile credit card charges.
• Supply the Gothic Store with change daily.
• Oversee petty cash for department use, issue cash banks, and collect all funds at the end of the season.

Human Resources & Administrative Support

• Create hourly contracts for seasonal employees and send them through DocuSign with necessary tax forms.
• Other duties as assigned.

Requirements & Tech Stack

Knowledge and Skills

• Excellent computer skills and proficiency with QuickBooks and Microsoft Office (especially Excel).
• Experience with Salesforce, BILL.com, Paychex, Track1099, Square, and DocuSign is a plus.
• Solid understanding of bookkeeping principles, including accounts payable, accounts receivable, reconciliations, and payroll.
• Comfort with technology and curiosity about new tools and systems; ability to learn and help others use new applications effectively.
• Ability to evaluate existing processes, identify inefficiencies, and develop practical improvements.
• Exceptional accuracy and attention to detail.
• Strong organizational and time-management skills.
• Ability to handle confidential financial and personnel information with discretion.
• Excellent communication and interpersonal skills.
• Ability to work independently.
• Ability to handle multiple deadlines and projects simultaneously.

Qualifications

• Degree in accounting, finance, business, or a related field, or equivalent professional experience.
• Professional experience in bookkeeping, accounting, or a related field.
• Experience processing payroll, including year-end 1099 preparation.
• Nonprofit experience, including grant allocation and donor gift processing, is a plus.
• Mission-driven and detail-oriented.
• Thrives in small organizations and enjoys working in a dynamic, fast-changing environment.

Compensation and Schedule

• Full-time, exempt, 40 hours a week beginning in 2027.
• Primarily in person at RMBL’s offices; remote work may be available when appropriate.
• $55,000-$65,000 a year.
• Benefits include generous paid time off, paid holidays, meals while the dining hall is open, opportunities to fund retirement and flexible spending accounts, and a taxable salary supplement in 2026.
• Anticipated start date between Dec. 1, 2026, and Jan. 1, 2027.