BOOKKEEPER

Priority Deadline: Monday, February 17, 2025

Applications received by February 17th will be given priority consideration.

Projected start date: March 1st, 2025 (with paid training starting as early as February 24th, 2025).

The Bookkeeper plays a key role in supporting Root Division’s financial operations. This position tracks the full cycle of accounts payable and receivable, conducts financial closes, prepares tailored financial reports, and assists in budget development and monitoring. The Bookkeeper also supports the Executive Director and Managing Director in ensuring the organization’s compliance with accounting standards, maintaining financial records, and supporting the preparation of materials for the annual 990 filing process. The role requires strong technical skills, attention to detail, timeliness, and the ability to collaborate with a team while working independently on finance and accounting tasks. Root Division operates on a July 1 through June 30 fiscal year. The start and end of these periods will generally require a higher volume of work.

CORE RESPONSIBILITIES:

Reporting to the Managing Director, specific responsibilities include, but are not limited to:

Accounting and Bookkeeping

  • Maintain meticulous financial records in the organization’s accounting system – currently QuickBooks desktop, but soon to transition to QuickBooks Online – ensuring all transactions, including donations, grants, and event-related revenue, are coded according to the organization’s chart of accounts
  • Track and report expenditures on multiple restricted grants
  • Export and reconcile payroll data and related taxes
  • Prepare and file 1099s for independent contractors, maintaining up-to-date vendor files for audit purposes
  • Collaborate with the Managing Director and Executive Director to reconcile donation records between the accounting system and CIVI CRM on a weekly basis

Financial Reporting

  • Support the annual financial review process, preparing detailed schedules and providing documentation to our external accountant team who prepares the financial review and 990, with the goal of maintaining the organization’s track record of financial transparency

Compliance and Documentation

  • Ensure timely and accurate data entry into the organization’s finance platforms, including QuickBooks online and CIVI CRM
  • Maintain strict confidentiality of financial, donor and employee information in compliance with GAAP, HIPAA, and organizational policies
  • In partnership with the Managing Director and Executive Director, organize and maintain digital and physical financial records, ensuring easy accessibility for the annual financial review and periodic funder reviews

ABOUT ROOT DIVISION:

Founded in 2002 by three MFA graduates from San Francisco Art Institute (SFAI), Root Division was born to constructively address the primary needs facing Bay Area emerging artists. Its unique arts ecosystem embraces four interconnected programs: artist studios, youth education, adult education, and exhibitions/events showcasing local artists. 

Today, Root Division’s comprehensive programs are a launching pad for artists, an incubator for arts educators, a door to creativity for youth, and a bridge for the public to become involved in the arts. Giving back to the community is essential to our unique model where artists receive subsidized studio space in exchange for volunteering their time to teach art classes to adults and low-income youth and produce public programming.  Root Division plays a pivotal role in sustaining the Bay Area’s arts community by directly working with hundreds of artists and students each year, with a focus on those from marginalized communities.Learn more about Root Division’s Mission and History.

QUALIFICATIONS

The ideal candidate will have the following personal qualities and professional experience:

  • Minimum of 3 years experience in U.S.-based nonprofit organizations
  • Proficiency in double-entry accounting and financial reporting
  • A minimum of an associate’s degree in accounting, finance, or related field   
  • Knowledge of how to migrate from QuickBooks desktop to QuickBooks online
  • Strong command of QuickBooks desktop & online and Google Suite, especially Google spreadsheets
  • Experience with CRM systems
  • Experience with project management platforms and online communications platforms, i.e. Slack, Monday.com, Google chat
  • Excellent written and verbal communication skills
  • Experience working collaboratively in a creative, fast-paced environment
  • Strong personal initiative and detail-oriented organizational skills with the capacity to manage schedules and meet deadlines
  • An ability to maintain confidentiality with sensitive financial information
  • The ability to adopt new software and technologies and participate in the development of new systems

APPLICATION

This is a PART TIME contracted role, which includes up to 10 hours per week. Compensation is commensurate with experience and includes wage (range: $25-$30/hr or monthly equivalent), and access to free art classes and our suite of professional development workshops for artists. Once initial training and migration to QuickBooks Online is complete, the role can be conducted offsite. 

Root Division is an Equal Opportunity Employer and encourages diversity on our staff team, governing groups, and artist community. Black, Indigenous, and People of Color (BIPOC), immigrants, women, and LGBTQ+ candidates are encouraged to apply.

TO APPLY

Please send an email to Rachel Welles, Managing Director to employment@rootdivision.org with:

  • Subject: Attn: Bookkeeper Search- Your Last Name
  • Contact Info: Name, Email, Address, Phone, and website (if applicable)
  • Letter highlighting related experience and interest
  • Recent CV/ Resume attached as PDF
  • 1-2 References: Contact Name, Title, Phone, Email

Projected start date: March 1st, 2025 (with paid training starting as early as February 24th, 2025)
Applications received by February 10th will be given priority consideration.

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