Bookkeeper (Contract)

Bookkeeper (Contract)

Position Listing Statement

NIAD is an organization that aims to be artistically relevant and culturally inclusive. As an

organization we deliver these aims through our administrative activities as well as through the

three programs we offer: NIAD’s Virtual and 23rd Street Studios, Community Programs, and Art

Marketing and Partnerships.

NIAD’s Administrative Team coordinates human resources, front desk reception, operations and

facilities project management, bookkeeping and accounting, and data management systems and

technology for NIAD. Our very active team aims to deliver an exceptional experience for new and

existing staff, our artist community and their care providers, our continually expanding art

audiences, and our many operations and program partners. The Bookkeeper works closely with

the Administrative Director and Executive Director, and collaborates with Art Marketing, Virtual

and 23rd Street Studios, Community Programs, Development and NIAD’s outside Accounting firm

In every position, we aim to support NIAD’s continued growth and expansion — as the

organization realizes the vision of our artists and wider community, our administrative team

provides valued expertise and supports every aspect of the organization’s functions. As such, we

want to ensure representation of the communities that we serve, both in terms of diversity within

our teams, and in generating engagement and involvement from people who have been

historically under-represented, including new staff. This is an opportunity to participate in

expanding a highly collaborative, inclusive, and responsive administrative team for a leading arts

disability organization with a highly regarded reputation, working with the most inspiring content,

with a committed staff group in a time of great change.

As with many organizations, NIAD has been met with challenges during shelter-in-place and to

this end, some of the details in this job description may be impacted by the shifts we have made

to working remotely. We would encourage any future staff members to be transparent in their

communication about questions and needs for remote or on-site work, and as an organization,

we acknowledge that these shifts will be temporary.

NIAD supports inclusivity and visibility in all areas of our working practices and spaces and want

to make sure that opportunities are accessible in all ways and that all voices are truly heard and

contribute to our future. We actively encourage individuals from marginalized groups to apply, in

particular those from traditionally under-represented groups, e.g., people with disabilities, BIPOC

and LGBTQIA candidates.

If you require any accommodations in order to most effectively participate in the application

process, please contact Ingrid Alonso-Rodriguez, admin@niadart.org, or 510 620 0290.

To apply for this position, please direct your cover letter and CV or resume to admin@niadart.org.Job title Bookkeeper (part-time)

Reports to Administrative Director, Executive Director

Job purpose

As a member of the Finance team, the Bookkeeper is responsible for and provides experience and

expertise in maintaining accurate financial records, processing transactions, and ensuring compliance

with non-profit accounting principles and regulations.

This position is based at NIAD’s front desk, and also provides reception for NIAD’s artists, staff,

and visitors.

Duties and responsibilities

Reception:

• Answer and direct phone calls

• Receive and direct mail

• Receive and direct visitors

• Support Emergency Drill monthly practice front desk announcement as needed.

Administration Tasks:

• Write up deposits and notify ED and Development/Art Marketing staff as needed.

• Process all accounts payable and accounts receivable for the organization. Enter all data into

Quickbooks.

• Collaborate with accounting firm to ensure that all NIAD financial procedures are followed.

• Oversee payroll processes including employee time tracking for regular hours, vacation, and

sick leave. Act as liaison with payroll company.

• Collaborate in providing information to CPA for preparation of taxes and annual review.

• Process 1099’s at the end of year.

• Enter staff information in Salesforce database and update staff contact information when

necessary.

• For new hires and vendors, manage payroll/W9 forms and ensure all information is completed.

• Prepare and process all billing for studio artists to the regional center.

Sale of Art:

• Receive and assist gallery visitors as needed; notify appropriate

gallery staff if necessary.

• Process onsite sales.

• Balance cash boxes as a part of the deposit process.

• File onsite sales slip carbon copies in “onsite sales” folder for theExhibitions team.

• Validate art sales in Salesforce database.

• Support with producing each artist’s monthly sale of art report reconciling QuickBooks and

Salesforce reports as needed.

• Prepare and mail the monthly commission mailing.

Other Duties

Perform other duties as required.

Preferred Qualifications

• Proven ability to speak and write effectively.

• Independent self-starter with strong organizational skills, who enjoys

problem-solving and managing details.

• Knowledge of non-profit accounting principles.

• Knowledge of and experience with working with people with developmental

disabilities preferred.

• Knowledge of and experience with Quickbooks, Microsoft Office, Salesforce,

or other CRM software required.

• Valid Driver’s License and access to personal transportation preferred.

• Fluency in Spanish preferred.

Knowledge of Microsoft Office and familiarity with databases; able to handle a busy

environment, flexible and able to juggle priorities, use reasonable judgment, and sustain

a professional, flexible demeanor.

Working conditions

This is a 21-24 hour (6 month) contract position with evaluation at 6 months.

Pay range: $30-35

Typical hours are 8:45am to 4:45pm, 3 days/week with flexibility to work 1 day remotely.

TB test current within 2 years upon hire; full COVID-19 vaccination including current booster

shot recommended but not required.

Current First Aid certification.

Background check clearance at both State and Federal levels.

Physical requirements

Normal office work, some lifting of 25 lbs and under.

Job Types: Part-time, Contract

Pay: $30.00 - $35.00 per hour

Expected hours: 21 – 24 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $30 - $35