Full-Charge Bookkeeper – Part-Time

Position Title:  FULL-CHARGE BOOKKEEPER – PART-TIME

Reports To:  Executive & Artistic Director of HB Studio

Position Summary:

HB Studio, founded in 1945 by Herbert Berghof and Uta Hagen, provides a workspace for actors, playwrights and directors to hone their skills; and a haven, free from commercial pressures, for the long-term growth of working professionals. HB is committed to an ongoing process of training and practice that nurtures the development of theater artists. Our goal is to contribute to a theater that is vital and relevant, and that expresses the social, moral and political realities of the world in which we live. We offer a rigorous, well-rounded, diverse and inclusive curriculum of study for committed students of all levels where the actor’s unique potential is cultivated and encouraged. We are committed to promoting diversity, equity, access and inclusion in all aspects of our organization and to eradicate all sources of inequality and discrimination. We seek to foster a theater community that shares this commitment and makes meaningful contributions to a more just, equitable and inclusive society.

The Full-Charge Bookkeeper is a Part-Time Hourly Non-Exempt position responsible for managing the day-to-day accounting functions of Herbert Berghof Studio, Inc. (HB Studio) and its sister organization, the HB Playwrights Foundation. The person in this position performs key aspects of the daily accounting work and manages the administration of benefits for the HB Studio staff. Through these activities the Full-Charge Bookkeeper supports the evolving mission and vision of this renowned theatre collective and performing arts institute, where high quality training and practice are offered at affordable costs to a diverse community of nearly a thousand students per term.

Essential Functions:

  • Accounts Payable
  • Accounts Receivable
  • Cash Receipts including tuition and donations, other income (book sales, photocopying, vending machine)
  • Bank deposits (tuition, donations, other)
  • Perform bank reconciliations (monthly, for all accounts)
  • Payroll:
    Coordinate payroll processing for staff and faculty through the Justworks PEO system, liaising with Deputy Director of Programs for teaching artist, substitute, and accompanist schedules and payments; with department supervisors and Executive & Artistic Director for staff time tracking and PTO accruals. Prepare payroll submissions, ensure integration of payroll data to Quickbooks accounting software
  • Prepare vendor and contractor checks, refunds and reimbursements
  • Reconcile quarterly payroll reports to general ledger for agreement
  • Oversee daily cash reconciliation and serve as a finance resource to registration staff with respect to the proper handling of transactions
  • Reconcile donations and institutional grants with Development records (periodically and after each fundraising event) in liaison with the Controller
  • Reconcile HBPF and HB Studio’s books with respect to receivables and payables
  • Reconcile Registration system (ASAP) transactions with QuickBooks in liaison with the Controller
  • Employee benefits management (Medical, PTOs, FSA, 403(b), Commuter Benefits, Disability, Paid Family Leave);
  • Support the human resource benefit management process, including providing information to staff about health insurance, transit checks, and other benefits
  • Support the human resource payroll process, including providing information to staff about payroll deductions and withholding, and processing change requests
  • Support the human resource hiring process, using the Justworks system, including providing benefits and payroll information to new staff members and processing hire paperwork
  • Add and update employees’ information in Justworks payroll system, ensuring compliance with wage notices and I9 documentation
  • Track, update and post Paid Time Off
  • Manage annual medical insurance renewals and FSA enrollments and revisions.
  • Manage Census submissions to NYS Insurance Fund and Oxford
  • Workers Compensation Audit
  • 403(b) and FSA compliance testing
  • Assure adherence to document retention guidelines
  • Preparation for annual audit in liaison with the Controller
  • Work with auditors before, during and after (subsequent testing) an audit in liaison with the Controller
  • Preparation for filing 990 HBS and HBPF Tax Reports in liaison with the Controller
  • Prepare 1099’s for contractors and vendors
  • Sales tax filing and submission

Qualifications/Basic Job Requirements:

  • Bachelor degree with focus on financial management
  • 5 years experience working in the nonprofit sector in a finance role
  • Strong organizational skills, detail oriented, and the ability to set and handle multiple priorities
  • Excel proficiency (Pivot tables, Sumif, Vlookup)
  • Excellent people skills
  • Flexible and able to multi-task; can work within a self-directed, fast-moving environment, while also driving toward clarity and solutions
  • Personal qualities of integrity, credibility, and commitment to the organization’s mission
  • Proficient in productivity software, Internet protocols, database operation, and QuickBooks software in a MAC network environment

Scope of Responsibility & Positions Supervised:

  • This position reports directly to the Executive & Artistic Director and will liaise with the Controller. The Bookkeeper also works closely with the Registration and Program management staff who oversee the class schedule and student registration process. Supports and coordinates with Facilities, Venue, Development, Marketing, Program, and Production staff. Must interact well with faculty, guest artists, staff, and students while maintaining separation and discretion, maintaining compliance, and upholding Studio policies and restrictions.

Special Working Conditions:

Payroll is processed biweekly based on a Sunday-to-Saturday schedule. The biweekly payroll is processed on Mondays before 2pm for a Friday pay date. The Full-Charge Bookkeeper’s hours must support the Studio’s regular payroll schedule. All staff members are requested to take part in the Studio’s annual Spring-Clean up week in May.

Application Instructions:

Please submit cover letter, resume and salary requirements to personnel@hbstudio.org, using the subject line “Full-Charge Bookkeeper”