FULL-CHARGE BOOKKEEPER & OFFICE MANAGER

FULL-CHARGE BOOKKEEPER & OFFICE MANAGER

Ventura, California | Full-time, on-site | $72,384-$78,000 annually Reports to the General Manager; works closely with the Producing Artistic Director

POSITION SUMMARY

Rubicon Theatre Company seeks an experienced, personable financial professional to manage daily accounting and reporting alongside essential business office operations. The successful applicant combines meticulous financial stewardship with a welcoming, collaborative approach to a busy professional theatre.

ACCOUNTING & FINANCIAL MANAGEMENT

Manage the full accounting cycle and general ledger using QuickBooks Desktop Pro; support a possible transition to QuickBooks Online. Oversee accounts payable and receivable, billing, invoice coding, payroll coordination, reimbursements, journal entries, accruals and deferrals. Reconcile bank, credit card, loan and balance sheet accounts monthly; maintain fixed asset, prepaid expense and debt schedules. Reconcile ticketing, subscription, education, rental and concession revenue, as well as donations, grants, pledges and sponsorships. Track restricted and unrestricted gifts and financial activity by production, program, department and QuickBooks class. Monitor cash flow, payment schedules and outstanding obligations; alert the General Manager to issues promptly.

REPORTING, BUDGETING & FINANCIAL CONTROLS

Prepare monthly Profit & Loss Statements, Balance Sheets, cash-flow reports and year-to-date-against-budget reports, including production and departmental views. Complete the monthly close and deliver the reporting package to the General Manager within 10 business days after month-end, targeting seven business days. Prepare materials for the Finance Committee and Board; assist with annual and production budgets, variances and forecasts. Obtain documented management approval for all disbursements before payment; prepare bank and credit card reconciliations for independent review by an authorized person. Maintain a monthly closing calendar and support segregation of duties, accurate documentation and strong internal controls.

AUDIT, PAYROLL & COMPLIANCE

Coordinate annual independent audit or review, year-end closing, auditor schedules and outside accountant requests. Coordinate payroll provider information, payroll allocations, tax reporting support, Forms 1099 and documentation for Form 990 and California filings. Maintain organized financial, grant and donor-restriction records consistent with applicable accounting requirements.

OFFICE MANAGEMENT & INSURANCE

Open and close the office during established daytime hours; maintain a reliable on-site presence and welcoming, organized environment. With the Guest Services Manager, respond to walk-in visitors, patron questions, vendor inquiries and requests during daytime hours. Coordinate purchasing, supplies, vendor relations, service contracts, licenses, renewals and office equipment maintenance. Coordinate insurance policies, brokers, certificates, renewals, claims documentation and risk-management administration. Occasionally train, assign and supervise volunteers providing administrative support, protecting confidential information.

PRODUCTIONS, EVENTS & COLLABORATION

Join the all-hands-on-deck team during show weeks, openings, fundraising events and special activities; assist with hospitality and practical operations as needed. Work with the General Manager, Producing Artistic Director, artistic, production, education, development and guest services colleagues. Be available for occasional evening and weekend responsibilities, scheduled in advance whenever possible.

REQUIRED QUALIFICATIONS

At least five years of progressively responsible bookkeeping/accounting experience, including full-charge responsibility. Professional nonprofit and/or professional theatre or performing arts experience. Strong QuickBooks Desktop Pro and Excel skills; knowledge of accrual accounting, financial statements, reconciliations and year-to-date-against-budget reports. Sound judgment, initiative, accuracy, discretion, communication skills and ability to meet deadlines independently. Ability to work on-site during daytime office hours and participate occasionally in evening/weekend activities.

PREFERRED QUALIFICATIONS

Degree in accounting, finance or related field (or equivalent experience); nonprofit fund accounting, grants and restricted gifts; theatrical production budgets; board reporting; audit coordination; donor/ticketing systems; office management; QuickBooks Online migration.

COMPENSATION & BENEFITS

$72,384-$78,000 depending on experience. Two weeks' paid vacation following the introductory period, increasing to three weeks after three years; an additional paid week between Christmas and New Year's when the theatre is closed and no performances are scheduled; paid sick leave and other benefits under company policy and applicable law.

BACKGROUND SCREENING & EQUAL OPPORTUNITY

Employment is contingent upon satisfactory completion of a job-related background screening after a conditional offer, with written authorization and in accordance with applicable law. Qualified applicants with criminal histories will be considered in accordance with the California Fair Chance Act. Rubicon Theatre Company is an equal opportunity employer. #J-18808-Ljbffr Rubicon Theatre Company