The Accounts Payable Specialist & Payroll is responsible for the effective functioning of the accounts payable process, from the receipt of vendor invoices through ensuring department head approval, recording in QuickBooks, and executing timely payments. This role is also heavily responsible for processing bi-weekly payroll, managing new hire onboarding, issuing customer invoices, performing bank deposits, and preparing foundational financial reports on accounts payable and accounts receivable.
Responsibilities
Accounts Payable & General Bookkeeping
- Invoice Management: Record vendor invoices in QuickBooks, ensure proper management approval, and stamp/file invoices to be entered weekly.
- Payment Processing: Generate invoices for payment when due, take all reasonable discounts on supplier invoices, and stuff/mail vendor checks as needed.
- Data Coding: Code and enter overhead invoices; code and prepare Excel spreadsheets for invoices as needed.
- Document Control: Scans invoices to the cloud for review/filing and pull/copy/file invoices from "Show Folder P&L" reports for billing as needed.
- Account Reconciliation: Reconcile credit card statements and conduct periodic reconciliations of all accounts to ensure accuracy.
- Banking Operations: Record cash receipts, make bank deposits as needed, and reconcile all bank deposits (including Bar, Box Office, Merch, Coat Check, and Outreach Table deposits).
- Vendor & Asset Relations: Create and maintain local and cloud-based vendor files, request copies of invoices from vendors as required, and tag/monitor fixed assets.
- Accounting Support: Maintain an orderly accounting filing system and provide backup support for the accounting department as needed.
- External Reporting: Provide necessary financial data to the external accountant who creates the company’s financial statements and assist them with assembling information for external auditors for the annual audit.
Payroll Management
- Payroll Execution: Efficiently process bi-weekly payroll (requiring approximately 8–10 hours every other week).
- System Integration: Accurately enter all payroll transactions, adjustments, and records directly into QuickBooks.
- Compliance & Records: Ensure all payroll processes comply with local, state, and federal government reporting requirements while maintaining meticulous payroll records.
- New Hire Onboarding: Execute onboarding procedures for all new employees, ensuring the completion of background checks, tax documentation (W-4s/I-9s), and company policy acknowledgments.
- HR System Setup: Integrate newly onboarded employees into the payroll and internal communication systems.
- General HR Support: Assist management with general Human Resources tasks and maintain secure, confidential digital and physical employee files.
Administrative & Compliance
- Regulatory Compliance: Ensure all bookkeeping, payroll, and HR activities comply with local, state, and federal government reporting requirements.
- Office Maintenance: Monitor office supply levels and proactively request reorders as necessary.
- Management Support: Provide clerical and administrative support to management as requested.
Applicants must possess the following qualifications
- Accounting experience 2 years + or a CCP Grad.
- QuickBooks / QuickBooks Online / QuickBooks Enterprise experience 2 years +
- Associate's degree in accounting or business administration, or equivalent experience
- Nonprofit organization accounting experience
- Performing Arts, music venue, restaurant, or bar accounting experience
- Knowledge of QuickBooks Data Entry & Excel Spreadsheets and generally accepted accounting principles
- Preference will be given to candidates with a working knowledge of QuickBooks, Aloha, Excel, Word, Google Docs, Sheets, etc., and other accounting software packages
Skills and Expectations
- Highly organized
- Spreadsheet Wiz
- Attention to detail and accuracy
- Maintain confidentiality
- Problem solver
- Excellent communication
Physical Demands / Work Environment
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential work functions.
- Job functions require hours of sitting, standing, lifting, typing, and use of a computer
- Workplace can have moderate to high stress levels
- May be required to lift or move up to 30 lbs. using proper lifting techniques
Reports to: Accountant (Jolie Coursin), CEO (David M Mayeri), & BMG Board Treasurer
Compensation: $24.00 per hour (via BMG Payroll) or $25 per hour (IC)
Available: 20 to 32 hours per week, or as needed
Hybrid Office Hours: Works out of the theater 2 to 3 days a week, and up to 4 hours per day remotely
Equal Employment Opportunity
The UC Theatre strongly supports equal employment opportunity for all applicants regardless of race, sex, religion, creed, national origin, age, disability, sexual orientation, or any other legally protected classification. The UC Theatre is committed to equity in its support and advocacy and seeks to create and encourage opportunities for people of color, women, non-binary, LGBTQ+, and people with disabilities.
This job description is a summary of duties that you as an employee are expected to perform in your assignment. It is by no means an all-inclusive list, but rather a broad guide to expected duties. As an employee, you must understand that a job description is neither complete nor permanent and may be subject to change and modified at any time. At the request of management, any employee may be asked to perform additional duties, responsibilities, or projects without notice.
Pay: $24.00 - $25.00 per hour
Work Location: Hybrid remote in Berkeley, CA 94704
