FULL-CHARGE BOOKKEEPER & OFFICE MANAGER

Rubicon Theatre Company; Ventura (CA); On-site; USD 72,000 - 78,000; Full time

Benefits offered by this job

Paid vacation

Holiday shutdown week

Sick leave

Job summary

Rubicon Theatre Company in Ventura, California seeks a full-time, on-site Full-Charge Bookkeeper & Office Manager to handle daily accounting and essential business office operations. Reports to the General Manager and collaborates with the Producing Artistic Director.

The role requires nonprofit theatre experience, strong QuickBooks Desktop Pro and Excel skills, and meticulous financial reporting. Occasional evening/weekend duties may be required as productions run.

Qualifications

• At least five years of progressively responsible bookkeeping/accounting experience, including full-charge responsibility.
• Nonprofit and/or theatre or performing arts experience preferred.
• Strong QuickBooks Desktop Pro and Excel skills; knowledge of accrual accounting and financial statements.
• Ability to work on-site during daytime and occasional evenings/weekends.

Responsibilities

• Manage the full accounting cycle and general ledger using QuickBooks Desktop Pro; support a possible transition to QuickBooks Online.
• Oversee accounts payable and receivable, payroll coordination, journal entries, reconciliations and deferrals.
• Prepare monthly Profit & Loss Statements, Balance Sheets and cash-flow reports; close monthly within seven business days.
• Coordinate payroll, tax reporting, and donor/grant accounting; maintain internal controls and records.
• Office management tasks; supervise volunteers and respond to walk-in visitors during office hours.

Skills

Accrual accounting

Financial reporting

Communication skills

Education

Degree in accounting or related field

Tools

QuickBooks Desktop Pro

Excel

Job description

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.