Bookkeeper and Office Manager, California Alliance for Arts Education

Pasadena, CA
The California Alliance for Arts Education

The California Alliance for Arts Education seeks a part-time Bookkeeper & Office Manager who will provide support in the areas of bookkeeping, office management, administration, human resources and development for the Alliance’s Pasadena office.
The Alliance is in its fourth decade of working to build a brighter future for our state by making the arts a core part of every child’s education. Over its 35-year history, it has advanced its mission to promote, support and advocate for visual and performing arts education for preschool through post-secondary students in California schools. With an annual budget of $600,000, five staff and several part-time contractors, it is the only statewide organization that brings together all primary constituencies for arts education, including arts organizations, K-12 teachers, professional teacher associations, state and local education departments, professional development providers, parents and PTAs, and interested community members in higher education and business. 
A member of the Kennedy Center Alliance for Arts Education Network, the California Alliance serves both as a field builder and technical assistance provider, working with its broad cross-section of constituents to develop policy and advocate for change at both state and local levels. In 2005-06 and 2007-08, the Alliance played a major role in the successful campaigns that resulted in the largest known state-funded expenditure for arts education in public schools in California and nationwide.
To apply, submit a cover letter, resume, three (3) references, and salary history as ONE (1) attachment in pdf format via email to Please state “Bookkeeper & Office Manager Application” in the subject line. No phone calls please.
To learn more about the organization go to:
Major Duties and Responsibilities
  • Processes income and makes bank deposits
  • Codes invoices
  • Manages account payables/receivables
  • Tracks grant income and expenses
  • Manages and processes employee expense reimbursements
  • Manages merchant account reconciliation
  • Manages credit card reconciliation
  • Reconciles vendor contracts with accounts payables
  • Prepares quarterly board reports
  • Prepares financial reports as requested
  • Acts as bank liaison
  • Acts as primary liaison to accountant
  • Supports preparation of annual financial statements and tax documents
  • Orders checks, deposit books and bank stamps
Office Management/Administrative:
  • Creates and manages independent contractor agreements/contracts
  • Updates trackers with member/contractor information and billing information
  • Manages, updates and/or creates office manuals (e.g. Operations Handbook, Personnel Policies Manual and Accounting Policies Procedures Manual)
  • Manages current insurance policies
  • Manages office operations
Human Resources:
  • Supports recruitment and job search process
  • Handles new hire and termination paperwork
  • Manages health insurance enrollment
  • Manages personnel files, including time allocation sheets, expense reimbursements, annual reviews, other documentation
  • Tracks time allocation and benefits
  • Manages payroll 
  • Supports grant tracking and reporting (e.g. budget reports)
  • Creates and sends acknowledgement letters
  • Maintains/updates Salesforce database and generates reports
  • Provides support in donor tracking, including major gifts recognition
  • Helps track pledges 
CREATE CA (Fiscal sponsorship):
  • Handles account payables/receivables (check and credit card)
  • Reconciles vendor contracts with accounts payables
  • Processes workshop fee payments and refunds
  • Provide regular financial updates to and coordinates with CREATE CA Program Director 
  • Represents the California Alliance to the public, works effectively with constituents, including Board members, Policy Council members, nonprofit arts organizations, independent contractors, vendors, and the general public
  • Evaluates administrative processes on an as needed basis, making recommendations for future improvements or enhancements
Job Qualifications
Education: Bachelors degree in a business-related field
Experience: Bookkeeping and administrative experience required. Experience working as an office manager and in non-profit organizations preferred. Experience working in arts administration a plus. Non-profit accounting experience a plus.
Knowledge, Skills, and Abilities:
  • Excellent written and spoken communication and interpersonal skills
  • Exemplary organizational, logistics, time management, project management and coordination skills
  • Excellent analytic skills
  • Stellar editing and proofreading skills
  • Pleasant, outgoing professional presence in telephone and face-to-face communication
  • Understanding of advanced budget concepts and processes, grant financial management, contract management
  • Advanced knowledge of standard bookkeeping best practices
  • Advanced knowledge of QuickBooks required. Proficiency using Microsoft Office (Word, Excel, PowerPoint) and both Windows and Macintosh platforms required. Experience with Salesforce or other CRM preferred. General technological savvy a plus.
  • Ability to work cooperatively on a variety of projects, interacting effectively with Alliance staff and contractors, Board members, funders/donors, program constituents and participants, volunteers, and the community
  • Ability to work independently and carry out assignments with accuracy and within stated timeframe
  • Flexibility in adapting to the current needs of the organization or project
  • Curiosity and a good sense of humor
  • Strong online and database research and reporting skills
  • Experience, involvement, or interest in the arts or arts education a plus
Evaluation Criteria:
  • Meets or exceeds goals set by staff
  • Manages portfolio of work and provides high level of service to Alliance stakeholders and staff
  • Interacts effectively with staff, contractors, arts education constituency and the community
Compensation: Part-time (approx. 24 hours/week), non-exempt position. Commensurate with experience.
Applications will be considered on a rolling basis.
Final Application Deadline: December 28, 2015.

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