Company Name: 

Pacific Grove Museum of Natural History


165 Forest Avenue
Pacific Grove, CA 93950

Contact Name: 

Carla Bitter


Job Description: 

Pacific Grove Museum of Natural History, Job Opportunity

Job title: Controller

Supervisor: Executive Director

Direct Reports: None

Peer Positions: Director of Education & Outreach, Director of Development & Engagement

Status: Part-time / Non-Exempt

Hours:  Mon-Wed-Fri, 9am-5pm (or Tues-Wed-Th) not to exceed 24hr/week

Compensation: $ 36.00-40.00/hr

The Pacific Grove Museum of Natural History is seeking a Controller to lead the day-to-day accounting operations, with functional responsibility for accounting, accounts payable and receivable, payroll, and grants administration. Responsibilities also include production of financial reports, proper maintenance of accounting records, accurate processing of financial transactions, and administration of a comprehensive set of controls and budgets designed to mitigate risk and ensure that reported results comply with generally accepted accounting principles (GAAP) and adhere to grants management standards.

The successful candidate will have a Bachelor’s degree, plus a minimum of 3 years’ experience managing the financial activities of an organization. They will have proven experience establishing or improving upon an organization’s financial policies and procedures and will be responsible for ensuring legal and regulatory compliance of the financial functions. Additionally, the Controller provides support to the Executive Director and the Board and is the primary interface with external parties on financial matters, including bank relations, customer invoices, project reporting and state and federal tax registration and reporting.


PGMNH Mission & Vision Statements

To inspire discovery, wonder, and stewardship of our natural world.

We envision a community of curious minds, engaged in discovering the natural heritage and cultural legacy that exist today on the Central California Coast. The Museum is a catalyst for conservation and a valued learning resource in this region, facilitating active inquiry for all ages.

 Primary Responsibilities:

  • Deliver timely reports and analyses on financial position, cash flow, revenues, and other financial information as may be requested by the ED and Board
  • Coordinate with Development, Education & Exhibits staff on grant management, contracting and accounting
  • Collaborate with the Executive Director and other staff to create and maintain documentation of financial policies and processes
  • Oversee monthly close and produce monthly and annual financial reports as needed; prepare and input journal entries and reconcile bank and other accounts
  • Maintain and reconcile general ledger accounts
  • Assist ED in preparing and monitoring Museum budgets, including our financial relationship with the PG City
  • Work with staff and external auditors to conduct an annual audit
  • Orchestrate annual insurance renewals
  • Oversee processing of accounts payable, accounts receivable and revenue recognition in cooperation with the Museum Administration Manager
  • Provide financial information to Directors in developing and monitoring their annual budgets
  • Prepare and submit bi-weekly payroll (Trinet)
  • Oversee daily cash handling, including bill payments, and ensure that good internal controls for cash handling are in place and are being followed
  • Manages contract renewals with our consultants and vendors in cooperation with the Museum Administration Manager

Accounting & Banking:

● Maintain system of accounts and keep books and records on all transactions and assets

● Manage, oversee, and process accounts payable, revenue and expense, fixed assets, cash, bank reconciliations, and allocations

● Ensure that all financial transactions are processed accurately, in a timely manner, and in accordance with generally accepted accounting principles

● Develop, implement, and maintain processes and controls that are current best practices related to transaction processing

● Administer bi-weekly payroll; serve as primary point of contact for employee questions and payroll vendor

● Lead all banking activities, including cash reconciliation, deposits and withdrawals, and line of credit

● Perform month-end closing procedures and maintain an orderly accounting filing system

● Maintain agreement/contract files with vendors with ongoing relationships to ensure compliance

● Manage all insurance policies and certificates for the organization

Analysis & Reporting:

● Prepare and analyze accurate monthly financial and management reports, including income statement, balance sheet, budget and variance, projections and forecast, and cash flow

● Assist in the management of grants reporting, compliance, and reconciliation

● Track all income and expenses of county and foundation grants as required

● Coordinate the preparation of financial information for the annual report

● Support funding proposals, including assisting with budgets and providing supporting documents

● Partner with Development and Education teams to comply with funders’ terms and conditions, monitor spending, request amendments, and plan spend-out

Auditing & Taxes:

● Maintain all records related to invoices, debit card payments and bank reconciliations to serve as support for the 990 tax filing and annual audit

● Assist in coordinating the preparation of the draft audited financial statements.

● Prepare tax and registration filings

● Partner with auditors in preparing the Form 990 and prepare the Functional Expense Statement

● Successfully complete other duties as assigned


Minimum Qualifications:


● Bachelor’s Degree in Accounting, Finance or related discipline from an accredited college or university. CPA is preferred

● 3+ years of related professional and progressive experience in accounting, financial planning, reporting and analysis. Strong working knowledge of FASB regulations and their application to non-profit institutions

● Experience with Quickbooks online, Trinet payroll processing systems, Altru, Microsoft and Google Suite

● Nonprofit experience; experience with fund/grants accounting preferred

● Demonstrated ability to coordinate audit activities and manage reporting, accounts payable and receivable, fixed assets, payroll, and nonprofit taxes and registrations

● Excellent written and oral communication ability combined with strong analytical skills

● Strong self-discipline, and time management and prioritization skills

● Self-motivated with ability to work with minimal supervision

● Demonstrated ability to organize workload, manage several projects of equal priority at once, and sustain productivity and accuracy under pressure

● Strong administrative skills; good research, planning, and organizational skills; strong work ethic and follow-through; excellent attention to detail

● Interest in and enthusiasm for museums and natural history

Working Conditions:

The position has a private office, and standard Museum office environment conditions include sitting, standing, ability to file, and move file boxes. Masks are mandatory at this time for all staff members, regardless of vaccination status.

To Apply:

Please email a letter of interest, resume, and contact information for 3 references by 9/30/21 to Carla Bitter, Executive Director at