Bookkeeper & HR Coordinator

Job purpose

The Bookkeeper & Human Resources Coordinator is responsible for maintaining International Arts & Artists’ (IA&A) day-to-day accounting systems and for accounting reconciliations and reports. Additionally, working alongside the Chief Operating Officer, the Bookkeeper and Human Resources Coordinator provides administrative, human resources, and executive operational support. The Bookkeeper & Human Resources Coordinator is a Full-Time role reporting to the Chief Operating Officer and is a remote position.

Duties and responsibilities

Accounting Systems Management & Coordination (40%)

• Process weekly Accounts Payable; manage accounts to ensure minimal impact on cash flow
• Act as main point of contact for vendors and International Arts & Artists (IA&A) staff regarding invoices
• Oversee purchase order system and ensure compliance with purchase authorities
• Prepare and enter bank deposits; record Revenue and Accounts Receivable
• Provide weekly financial position reports, sales pipeline reports, and contract status updates to executive management and Board finance committees
• Conduct monthly reconciliation of bank accounts and credit card accounts
• Ensure that monthly transactional accounting for Revenue, Deposits, Accounts Payable and Payroll is complete and reconciled for Accounting and Financial Consultant to complete the month-end accrual accounting close and prepare financials for Budget & Finance Committee
• Provides weekly accounts receivable reports to the CEO and finance committee
• Perform other duties as assigned from time to time by Accounting and Financial Consultant or Executive Director

Payroll, Human Resources & Admin Support (25%)

• Ensure timesheets for all staff member are reviewed by supervisors and processed for payroll
• Process and submit bi-weekly payroll through and support staff on payroll by managing all payroll related questions
• Facilitate onboarding paperwork of new hires, manage specific aspects of staff on-boarding (W-4, I-9) and maintain up-to-date personnel files for all staff members
• Assists in staff recruiting, interviewing, selection, training and onboarding practices alongside the Chief Operating Officer for all new hires, including volunteers, youth apprentices, AmeriCorps fellows and interns
• Manage the administration of employee paperwork and benefits administration and liaise with the Chief Operating Officer as needed
• Generate 1099's and W-2's for employees and consultants/contractors
• Support Executive Director in other areas of HR functions
• Maintain IA&A’s HR Database, BambooHR
• Provide administrative support as needed for IA&A programs and events

Executive Support (15%)

• Assist Chief Operating Officer with information and data to support the development of annual budget and monthly budget reports
• Serve as liaison with health insurance provider and other insurance broke

Budget & Audit Preparation (20%) 

• Actively participate on the audit team by supporting the Chief Operating Officer
• Gather audit and tax return supporting documentation and sample selections for the testing of revenue, expense, and other items

Qualifications

The ideal person for this role can convey a high degree of commitment and passion for the mission of International Arts & Artists; the ability to work in a fast-paced environment, manage multiple priorities and take initiative with minimal supervision; excellent oral and written communication skills that are effective with a diverse range of audiences; Strong computer skills and ability to become proficient in relevant software.

• Strong Bookkeeping and solid accrual accounting skills
• Strong QuickBooks and Excel skills required
• Experience with payroll systems
• Excellent organizational skills and attention to detail
• Knowledge of budgeting and experience working with nonprofit organizations and with entrepreneurial businesses preferred
• HR experience preferred
• Ability to prioritize and manage multiple tasks
• Interest in and ability to improve systems; commitment to excellence a must

Working conditions

International Arts and Artists is located in the historic DuPont Circle neighborhood in Washington, DC. All lA&A staff work a hybrid work schedule, and are required to work hours in alignment with the Employee Manual. This position may be required to work outside of regular work hours including occasional evenings and weekends. IA&A currently maintains an open office workspace with low to moderate noise. This position can be remote, in person at our Washington DC office, or hybrid.