Financial, Accounting, and Advisory Services

Bay Area Electric Railroad Association

4d•$60,000 - $80,000

About The Position

The Bay Area Electric Railroad Association (BAERA), which operates the Western Railway Museum (WRM), is seeking proposals from qualified CPA firms or accounting professionals to provide comprehensive financial, accounting, reporting, tax, and advisory services. BAERA is a nonprofit organization dedicated to preserving and interpreting the history of electric railway transportation and operates the Western Railway Museum in Solano County, California. The selected provider will work collaboratively with Association staff, executive leadership, the Treasurer, Finance Committee, and Board of Directors. The work is intended to maintain accurate financial records, strengthen financial reporting and internal controls, support effective financial decision-making, and help the Association meet applicable financial and regulatory obligations. BAERA seeks a responsive financial partner with demonstrated nonprofit accounting expertise to provide routine accounting services and proactive financial guidance. Services encompass accrual-basis bookkeeping and general ledger management; bank, credit card, and investment reconciliations; reconciliation of membership, donation, fundraising, and event revenue; nonprofit fund and grant accounting; timely financial statements and management reporting; budgeting, forecasting, and financial planning; year-end close and audit coordination; tax and regulatory filings; and ongoing financial advice. The provider will also be available for consultation and meetings with leadership, the Treasurer, Finance Committee, Board, department leaders, auditors, and other professional advisors when requested. BAERA expects routine inquiries to receive a response within 24–48 hours, a consistent monthly close and reporting schedule, prompt communication about material financial concerns, appropriate confidentiality and data security, continuity through primary and backup contacts, clear communication about information needed from staff, and transparent pricing. Its systems may include QuickBooks, DonorPerfect, banking and investment platforms, credit card and expense-management systems, payroll and HR systems, ticketing and point-of-sale systems, and other financial or administrative platforms. Interested firms are asked to submit a proposal covering their organization and nonprofit experience; proposed team and work plan; technology experience and recommendations; transition plan; communications and availability; detailed fees; at least three professional references; and any additional services or recommendations. Proposals are due electronically by January 1, 2027, to the Association Administrator at [email protected].

Requirements

Qualified Certified Public Accounting (CPA) firm or accounting professional.
Demonstrated experience providing accounting services to nonprofit organizations.
Knowledge of accrual-basis nonprofit accounting.
Experience with restricted and unrestricted fund accounting.
Experience with donor-restricted and board-designated funds.
Experience with nonprofit tax and regulatory filings.
Experience preparing organizations for independent audits.
Experience with budgeting, forecasting, and financial analysis.
Familiarity with QuickBooks and nonprofit financial systems.
Ability to communicate financial information effectively to management and governing boards.
Appropriate professional licenses and qualifications; CPA firms should identify the CPA(s) who will oversee the engagement.
Ability to provide the proposed team and primary point of contact, describe a transition plan, and provide at least three professional references, preferably from nonprofit clients receiving comparable services.

Nice To Haves

Experience serving nonprofits with restricted funds, donations, memberships, grants, capital assets, museums, historic organizations, or similar operations.
Experience with DonorPerfect and related donor-management systems.
Ability to recommend financial technology, workflow, or system-integration improvements.
Experience supporting financial sustainability and long-term planning.

Responsibilities

Maintain BAERA's accrual-basis general ledger monthly and oversee bookkeeping transactions, including vendor bills and payments, deposits, receipts, banking and credit card activity, investments, and other documented transactions.
Process authorized vendor payments on an established weekly schedule; review account and fund classifications; maintain supporting documentation; investigate unusual or incomplete activity; prepare adjustments and reclassifications; and maintain accruals, prepaid expenses, and other period-end adjustments.
Ensure revenue and expenses, including special-event activity, are recorded in the appropriate accounting periods and perform monthly and annual closing procedures.
Reconcile all bank accounts, organizational credit card accounts, and investment accounts monthly; research reconciling items, flag unusual or outstanding transactions, and retain supporting documentation.
Review deposits and revenue classifications; reconcile general-ledger donation and membership activity with DonorPerfect reports; reconcile fundraising information; account for special-event revenue and expenses; and work with staff to resolve discrepancies.
Track restricted and unrestricted, donor-restricted, and board-designated funds; record authorized disbursements; report fund balances and activity monthly; monitor grant budgets and expenditures; assist with program and grant budgets; and prepare grantor financial reports.
Prepare timely accrual-basis monthly, quarterly, and annual financial statements and other agreed management reports, including statements of financial position and activities, budget-to-actual reports, cash and cash-flow information, and restricted and board-designated fund reports.
Explain material variances, unusual transactions, financial trends, and other issues requiring management or Board attention.
Assist with annual and long-term financial planning, including operating, departmental, program, and grant budgets; cash-flow forecasts; multi-year projections; scenario planning; sustainability analysis; budget monitoring; and assessment of the financial impact of significant decisions.
Collaborate with executive leadership and the Finance Committee on development and monitoring of the annual budget.
Complete year-end closing, review qualifying expenditures for capitalization, record fixed assets and depreciation, update fixed-asset schedules, record year-end adjustments, reconcile material balance-sheet accounts, finalize the general ledger, and prepare supporting schedules and audit-ready documentation.
Respond to auditor requests, coordinate with BAERA's independent auditor on federal nonprofit tax returns including Form 990 and applicable schedules, and assist management with audit-related financial questions while maintaining appropriate separation between accounting and audit functions.
Prepare or assist with applicable California nonprofit and informational tax filings, quarterly sales tax returns where applicable, annual Forms 1099 and related filings, the annual Form 571-L Business Property Statement, and other mutually agreed routine filings; identify deadlines and coordinate with staff to obtain required information.
Provide ongoing access for accounting and financial questions, informal advice, decision-making support, nonprofit accounting guidance, assistance with financial policies and procedures and internal controls, responses to management and Board inquiries, and proactive identification of financial risks, trends, and opportunities.
Be available by telephone and video conference for consultation and meetings, and participate when requested in meetings with leadership, the Treasurer, Finance Committee, Board, department leaders, auditors, and other professional advisors.
Present financial information clearly to Board members and stakeholders who may not have professional accounting backgrounds.
Respond to routine inquiries within 24–48 hours; establish a consistent monthly close and reporting schedule; promptly communicate material concerns; maintain confidentiality and data security; provide primary and backup contacts; explain documentation needs; and provide transparent pricing.
Describe experience with QuickBooks, DonorPerfect, and other relevant systems and recommend technology, workflow, or integration improvements as appropriate.