Bookkeeper

About Prevention Institute: Prevention Institute (PI) is a national nonprofit with offices in Oakland, Los Angeles, Houston, and Washington, D.C. Our mission is to build prevention and health equity into key policies and actions at the federal, state, local, and organizational level to ensure that the places where all people live, work, play and learn foster health, safety and wellbeing. Since 1997, we have partnered with communities, local government entities, foundations, multiple sectors, and public health agencies to bring cutting-edge research, practice, strategy, and analysis to the pressing health and safety concerns of the day. We have applied our approach to injury and violence prevention, land use, health systems transformation, substance misuse prevention, community trauma prevention and mental health and wellbeing, among other issues.

Prevention is a systematic process that promotes health, safety, and wellbeing and reduces the frequency and/or severity of illness and injury. Our prevention approach emphasizes:

Transforming community environments to prevent problems from occurring before the onset of symptoms or risk of injury.

Elevating equity in health, safety, and wellbeing outcomes; and Prioritizing communities that are most vulnerable to harm and communities that are experiencing the greatest harm.

For more information about how we create healthier, more equitable communities through prevention, see www.preventioninstitute.org.

About this position:

We are looking for a highly qualified individual to join our team as a bookkeeper. This position will work closely with the Finance Director and Finance Manager in maintaining and running all financial processes at Prevention Institute. Qualified candidates will demonstrate expertise in accounts payable and accounts receivable, possess knowledge of basic accounting principles, and exhibit strong problem-solving skills and attention to detail. This position includes responsibility for processing payroll, accounts payable and receivable, recording transactions and maintaining a balanced general ledger, assisting with audit and tax filings, maintaining accurate financial records and bank reconciliation.

We encourage applications from individuals with a strong grounding in financial management and a desire to contribute to a mission-oriented organization.  This position is based in our Oakland, CA office.

Job Responsibilities:

Financial & Bookkeeping

• Receive and process invoices and all other accounts payable and ensure all organizational obligations are disbursed accurately and efficiently
• Review and process employee expense reports, verifying accuracy and compliance with company policies
• Track, prepare and process accounts receivable to ensure accurate invoicing and payments; follow up on overdue invoices and ensure timely payments
• Code data and record journal entries in financial tracking system and maintain a balanced General Ledger    
• Prepare balance sheets and account reconciliations
• Monitor bank balance and initiate transfers as requested
• Perform regular reconciliations of bank statements to ensure accuracy and identify discrepancies  
• Produce ad hoc financial reports at the Finance Director’s request

Payroll and Compliance  

• In coordination with Human Resources, process semi-monthly payroll to ensure timely and accurate payments   
• Track and report PTO accrual rates and balances      
• Manage payroll tax deposits, filings, and reconciliations  
• Prepare year-end tax forms, including W-2s and 1099s
• Complete state registrations for payroll taxes, unemployment insurance, and grant-funded projects

Administration

• Maintain accurate accounting, administrative, program and archival files and records, including grant, independent contractor and vendor files
• Assist in preparing for annual audits, including gathering documentation, responding to auditor inquiries, and implementing audit recommendations
• On-board new employees into all financial systems     
• Respond to employee questions regarding expense reports and invoices
• Keep Prevention Institute up-to-date on all tax filings and registrations
• Maintain the finance calendar and provide necessary updates to team members
• Other duties as needed or assigned

Required Qualifications:

• A minimum of 2 years relevant experience; a relevant graduate program can be substituted for experience
• Strong project coordination and organization skills      
• Proven attention to detail     
• Excellent communication skills  
• Strong skills with the MS Office suite, specifically Excel     
• Collaborative and team-oriented  
• Strong analysis, synthesis, and critical thinking skills       
• A continuous learner: desire to learn and grow; consistently seeking new opportunities and integrating feedback to improve work quality     
• Flexibility and adaptability; ability to work on multiple tasks with appropriate guidance and supervision
• Previous experience with Concur, ADP and Intacct a plus

Prevention Institute has a strong commitment to building a staff that is rich with cultural, social, and experiential diversity. Candidates who want to join us on this journey and can contribute to that goal are encouraged to apply and to identify their strengths and experiences in this area.

Location:

Prevention Institute is a hybrid workplace and staff work in our Oakland office two to three days per week.

Compensation:

Prevention Institute is committed to offering a competitive compensation package that centers our values and mission. To honor our commitment, starting salaries are not negotiable. Instead, PI puts forward our best salary offer first, ensuring clarity and fairness in our compensation processes. Our salary ranges are well-defined and established to provide reasonable, competitive, and fair pay across all job levels.

Salary Range:    

This is a full-time non-exempt position. The full salary range for this position is $80,000 to $91,000 per year. The typical hiring range for this position is $80,000 (minimum) to $85,500 (just above midpoint).     

Starting salaries are set in accordance with our compensation framework, which considers comprehensive review of job responsibilities, individual experience and qualifications and organizational considerations, including internal fairness.

Benefits:

PI offers a generous benefit package to support the health and wellbeing of our staff and their families, including:  

• Medical Insurance: 100% of employee premium covered, or 80% of premium covered for family
• Paid Vacation Time Off: 2 weeks/year for new non-exempt employees    
• Paid Holidays: 12 days, plus 3 collective rest days in November for a weeklong closure during Thanksgiving and a second weeklong collective rest closure at year-end 
• Retirement: 3% guaranteed and independent of employee contribution, plus additional up to 7% based on ability to pay, yielding 10% over the past 3 years.      
• Wellness Benefit: up to $100 monthly reimbursement for wellbeing and self-care expenses
• Flexible Spending Accounts and Commuter Checks: set aside pre-tax dollars for health and dependent care expenses or to pay for commuting expenses.

Application and Hiring Process:

To apply,

please email all required information to jobs@preventioninstitute.org; please include “Bookkeeper” in the subject line of your email.

The requirements for a complete application are: a cover letter and resume. Incomplete applications will not be reviewed.

Planned Start

Date: June 4, 2024

Application Deadline: Applications will be considered as they are submitted.

We will continue to review applications on a rolling basis until the position

is filled.

Application Process: We anticipate that the hiring process will consist of an

employment application, one screening interview and one in-person interview

with a panel of Prevention Institute staff.  

To apply, please email all required information to jobs@preventioninstitute.org; please include “Bookkeeper” in the subject line of your email. The requirements for a complete application are: a cover letter and resume. Incomplete applications will not be reviewed.

Planned Start

Date: June 4, 2024

Application Deadline: Applications will be considered as they are submitted.

We will continue to review applications on a rolling basis until the position is filled.

Application Process: We anticipate that the hiring process will consist of an

employment application, one screening interview and one in-person interview

with a panel of Prevention Institute staff.