Bookkeeper / Finance Administrator

Global Arts Live

Performance that shapes our world

Job Description

Independent Consultant Tasks Description  
Bookkeeper / Finance Administrator  

Global Arts Live (GALive), a non-profit organization based in Cambridge, MA, brings inspiring music and contemporary dance from all corners of the world to stages across greater Boston. By putting the spotlight on exceptional art from all corners of the globe and reflecting the diverse and vibrant community that is Boston, we aspire to transcend borders, cultivate community, and enrich lives.   

The Bookkeeper / Finance Administrator is responsible for the preparation and maintenance of financial records and reports for GALive. The Bookkeeper / Finance Administrator provides financial support to the Executive Director and Director of Artistic Programs through bookkeeping, payroll, banking, finance, budgeting, and reporting services. Under the direction of the Executive Director, the Bookkeeper / Finance Administrator maintains all necessary and appropriate records, files and processes to ensure the smooth and compliant financial operation of the organization, focusing on accuracy and transparency.   
Duties and Responsibilities   
-Perform general ledger accountant duties, including month-end closing activities and reconciliations as well as analysis of account payables and account receivables, journal entries   
-Prepare General Ledger and supporting accounts within QuickBooks  
-Prepare Accounts Payable files and process cheques for signing and distribution   
-Record all revenues including sales reconciliations from events, donations, grants and fees  
-Record journal entries from concert event settlements, as directed by Director of Artistic Programs  
-Reconcile all accounts and prepare financial statements, including Balance Sheet, Revenue and Expenditure, Performance to Budget / Variance and Cash Flow   
-Maintain financial records and filing   
-Follow up with accounts payable invoices as needed   
-Manage payroll, interface with PayChex, health and dental insurance and flex spending   
-Administer group benefits and prepare bi-weekly payroll files as needed for approval by the Executive Director   
-Maintain records for taxable benefits   
-Monitor remittances to IRS  
-Interface with and provide needed data to payroll-based benefits providers  
-Monitor insurance needs and policies, and prepare annual Workers Compensation Audit  
-Write checks  
-Reconcile bank accounts monthly   
-Monitor cash flow and cash management   
-Budgeting and Grants  
-Prepare, monitor and report on annual budget in collaboration with Executive Director  
-Prepare financial materials for grant proposals and grant reporting  
-Report as needed on finance at Board of Directors meetings  
-Prepare monthly Financial Statements as required by Executive Director   
-Prepare grant budgets and grant budget reports   
-Prepare grant confirmations and monitor reporting requirements   
-Prepare audit documentation  
-Annual audit and taxes  
-Manage annual external audit, including timely preparation of schedules and documentation and field work coordination  
-Assist in tax preparation and filing activities   
-Oversee accounting software  
-Provide advice, recommendations and implementation of best practices regarding financial procedures, management, practice and reporting as required   
-On-board new employees with financial and benefits sign-ups  
 Knowledge, Skills and Abilities   
-QuickBooks experience strongly preferred  
-Strong Excel expertise  
-Complete and expert understanding of all accounting principles and standards for U.S. not for profit organizations.  
-Understanding of city and state reporting standards for not-for-profit organizations in Cambridge, MA   
-Degree or diploma in business or administration and certification in bookkeeping or financial management   
-Minimum 5 years recent related experience, ideally with a performing arts not-for-profit organization  
Time and Place   
-Expect 3-5 hours per week  
-Weekly sessions in the GALive office during concert seasons  
-Must be able to climb up and down 2 flights of stairs  
-Vaccination, masking, and weekly COVID testing required (rapid test kits provided)   
To Apply  
-Please create a single pdf with your cover letter, resume, and references. In your cover letter please mention how you heard of this opportunity.   
-Email the pdf to (there is no need for additional or repetitive content in the email body).   
-In both your email subject line and pdf file name, please put Bookkeeper, Last Name, First Initial.  
-Candidates are encouraged to apply by October 15, 2021.   
-No postal mail, no phone calls, please.   
-References will not be contacted without applicant permission.  

Global Arts Live is an equal opportunity employer and welcomes applications from candidates demonstrating diversity of race, gender, sexual orientation, religion, ethnicity, and national origin. Global Arts Live is committed to creating a work environment that values respect, integrity, diversity, and inclusion.