Bookkeeper for American Stage Theatre Company

Be a part of creating theatre!

The Bookkeeper reports to the Managing Director. The successful candidate has excellent bookkeeping skills, impeccable attention to numbers and detail. They will have direct responsibility for completion of weekly payroll, receivables and payables, as well as overall responsibility for the input and management of our accounting systems and software. They will support the Managing Director in budget reporting and monitoring, cash flow management, auditing and digital (or hard-copy as-needed) document retention support. This role is an opportunity for a finance-oriented professional to maximize and strengthen the financial operations of a well-respected, established, and growing theatre company.

Overall Responsibilities

Bookkeeping

• Process all income, bills, receivables and payables, ensuring they are accurately recorded.

• Conduct general ledger account analysis regularly ensuring its accuracy to our operations.

• Pay bills in a timely manner as cash flow allows

• Prepare checks for signing by the Managing Director and Producing Artistic Director; prepare bills for routing/mailing

• Monitor credit card bills and charges, reconcile monthly AMEX purchases, ensuring their accurate input into QuickBooks.

• Reconcile bank accounts, credit cards and loan accounts on a monthly basis

• Complete month end reconciliation

• Maintain well-organized digital files in preparation for the annual audit

• Process record-keeping for current and long-term assets and liabilities

• Prepare journal entries as necessary to be approved by CFO consultant

Payroll and Payroll Records

• Serve as payroll liaison for the organization

• Liaise with our HR/Payroll provider and company manager as necessary

• Ensure all staff (payroll and 1099s) are paid accurately and timely

• Ensure employee benefits, union dues and taxes are accurately deducted and paid timely

• Retain accurate records of all payroll transactions in Quickbooks

• Follow through with department of labor, union, payroll questions as-needed

Financial Management

• Monitor the billing and collection schedule to ensure cash flow is steady and supports operational requirements and prepare weekly cash flow projections

• Effectively communicate and present critical financial matters to the Managing Director, assist in preparation of reports for the Board of Directors

• Prepare materials for the annual audit and the Form 990

• Prepare templates and conduct research for budget development

Other Responsibilities

• Train and respond to staff questions on financial activities like account coding, submission and payment of bills, invoices, and timesheets

• Maintain documentation on financial policies, procedure, and processes

• Annual processing of 1099‘s and W-2’s

• Other duties as assigned by your supervisor.

Qualifications and Experience

• The ideal candidate has 5+ years of experience in bookkeeping

• Knowledge of accounting and reporting software including Excel, Quickbooks Online, Microsoft Office and Google sheets/drive. Experience with Quickbooks payables a plus

• Keen analytic, organization and problem-solving skills and attention to detail; ability to prioritize

• Excellent communication and relationship building skills

• A proven history of discretion in dealing with personnel and employee data.

• Formal training in accounting management

• Previous administrative work experience at a theatre, arts organization, not-for-profit, or services-based organization

• Experience administering hourly and salaried payrolls

• Experience with budgets to actuals reporting and other financial report preparation

• Experience using Spektrix or similar CRM database application for income recognition

Qualities and Personality

• Attention to detail and accuracy while working on multiple projects and tasks

• Able to work efficiently and calmly in a fast-paced environment

• Trustworthiness and discretion when dealing with private, personnel, and financial information

• Able to re-prioritize tasks as they arise

• Highly organized and self-motivated

• Energetic, enthusiastic, and always willing to see projects to completion

Compensation and Benefits

• American Stage offers a weekly salary competitive with similarly-sized organizations and commensurate with experience.

• Complimentary tickets to American Stage performances

• COMPENSATION — $23-25/hr, 29.5 hrs per week, Tuesday - Friday work week.

The information presented indicates a general nature and level or work expected of this position. It is not a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

American Stage is an Equal Opportunity Employer. American Stage does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

About American Stage:

Founded in 1977, American Stage is Tampa Bay’s longest-running, critically acclaimed professional theatre, committed to its role as a vital arts leader, contributing to the cultural landscape of the region by pursuing innovative programming and deeper connections with our community through our high-quality mainstage productions, our annual musical at Demens Landing, and our robust education and outreach programs. With powerful stories, boldly told, American Stage aspires to make the experience of dynamic, relevant, world-class theatre accessible for all.

At American Stage, we see the empty space as an opportunity for social change & civilized discourse to occur – one of the few sacred places left in a far too noisy, often divided, world where human beings can still sit in the quiet dark together, think a while, & be awakened. To gain a richer connection to the fragility of beauty & pain that exists in all art & life.

Theater of, by, and for all people. Artist-driven, and ever inclusive. Through artistic excellence and the craft of storytelling, American Stage is committed to creating a safe space for artists to share their full humanity. We choose to create a new American Stage that enriches and embodies the rich diversity and cultural tapestry of America and truly reflects the American experience.