Bookkeeper/office coordinator - children's theatre company : Job Details

Position Title: Bookkeeper/office coordinator

Reports to Interim Executive Director

Compensation: 20 Hours a week, $20-25 (based on experience)

Contract: August, 2025

Benefits: 10 approved/paid holidays*; PTO is accrued by new hires at 1 hour for every 12 hours worked for full-time employees. This is prorated for part-time staff, and would accrue at .5 hours for every 12 hours worked for this role. Health and Dental insurance is available (50% pd by HOBT).

Schedule: In the Heart of the Beast Puppet and Mask Theatres business hours are 10am-4pm, Monday through Friday. We offer flexible arrangements to all our staff. Some evenings and weekends may be required, as well as coordination to attend executive committee meetings on occasion. Attention to detail and deliverable timelines is the most important consideration regarding schedule.

About the Role

The Bookkeeper works with great attention to detail and creativity in order to organize and implement administrative systems that ensure effective and efficient financial management efforts. Activities include: payroll and invoice tracking, accounts receivable processing, data management, donation tracking and gift acknowledgement.

Office coordination: tasks to assist with everyday running of the office, such as tracking and ordering of office supplies, troubleshooting printers/copiers, and assisting IED with HR compliance and onboarding, as well as possible other office projects in support of programming.

Book-keeping

Overview: Role maintains records of financial transactions by establishing accounts; posting transactions; ensuring legal requirements compliance.

Bookkeeping & Accounting

? Record and pay supplier invoices in a timely manner.

? Record cash receipts and make bank deposits.

? Responsible for all accounts payable and accounts receivable activities.

? Reconciles funds with box office and development contractors.

? Prepare and file government forms for sales tax, 1099-MISC and others as necessary.

? Performs monthly bank reconciliations for all bank accounts.

? Performs credit card reconciliations.

? Ensures all financial data is entered correctly into QuickBooks online

? Generates monthly, quarterly, and annual progress reports (programming reports) to finance and program leadership

Payroll Processing

? Process payroll biweekly

? Process 1099 Contract payments

? Process all payroll accounting entries and review each payroll for accuracy against budget and related documentation.

Strategy: Planning & Evaluation

? Work with the Finance leadership of the Executive Committee in order to support transparent financial management and collaborative financial decision making.

Contributed Income Processing

Donation processing Support

? Receive and process contributions through multiple channels including cash, checks, credit card transactions, online transactions, third-party giving platforms and transfers of stock.

Send out gift acknowledgments on a monthly basis, assist with donor mailing campaigns

Connect with sustainable donors to update payment information

Data Management

? Ensure that all relevant contribution information is accurately recorded

? Use contribution data to generate reports on individual donors, campaign progress and giving trends.

? Coordinate reports with Executive Committee and Development Leaders

? Optimize grant administration process

Planning & Evaluation

? Hands-on support of the organizational budgeting process to ensure adequate resources are dedicated to projects

? Hands-on support with Development leadership and executive committee to implement and evaluate a grant tracking system

Other Responsibilities

? Support the annual external audit and adhoc insurance policy audit

? Executive leadership and business model transition may require tasks assigned by Interim Executive Director or new leadership to support development, reporting and budget development.

Office Coordination

Assist IED with HR compliance, onboarding

Update and manage lists and spreadsheets, google drive management/ongoing organization

Track and order office supplies

Other projects, as assigned, to support programming

Experience:

? Self-motivated, creative, collaboration-oriented, and able to work independently and as part of a team

? 2 years bookkeeping work experience (or a Bachelors degree)

? Strong ability to prepare and analyze financial reports/schedules.

Experience with accounts payable, accounts receivable, and general ledger. Expertise in Microsoft Office software and QuickBooks.

? Demonstrates self-awareness; experience working cross culturally.

? Excellent verbal and written communication skills

? Experience processing donations and database management through Databank

? Ability to organize and coordinate multiple projects while maintaining accuracy and attention to detail

? Previous experience working with arts organizations and non-profit organizations preferred

? Passionate about diversity, equity, and inclusiveness

? Multilingual candidates encouraged to apply

To Apply:

Please send a cover letter and updated resume sharing your skills and experience to [email protected] by August 1st, 2025. Document titles should include your name and be attached as a PDF. This position will be open until filled, with interviews beginning the second week of July.

HOBTs transition harnesses the possibilities of co-creation, collaborative leadership and learning. Top candidates are knowledgeable, self-motivated and flexible. In order to promote language accessibility, we welcome multilingual candidates.

HOBT is an equal opportunity employer. HOBT acknowledges the race, gender, and accessibility gaps in education, employment, and income present in our city, in our state, and in the Twin Cities arts community. Our goal is to be a diverse workforce that is representative, at all job levels, of the communities we serve.