The Bookkeeping and HR Coordinator provides essential financial administration, HR coordination, and operational support to PICA’s organizational infrastructure. This position is responsible for day-to-day bookkeeping, collaboration with executive leadership and external accountants for financial reporting, payroll administration, employee lifecycle coordination, compliance monitoring, and maintaining organizational processes. The Coordinator ensures accurate financial and personnel records, supports accounting and HR processes in accordance with GAAP and employment law standards, and administers key operational platforms that enable staff productivity.
Responsibilities
Financial Administration & Bookkeeping
Maintain accurate and timely bookkeeping records, including coding and entering transactions, reconciling accounts, and processing invoices and payments
Work with external accountant to prepare regular financial reports for internal review, including monthly budget-to-actual comparisons and cash flow tracking
Serve as primary point of contact with external accountants and auditors, coordinating information requests and document preparation
Support annual audit/review processes by organizing financial documentation and responding to auditor inquiries
Track and reconcile organizational credit cards, expense reports, and vendor accounts
Maintain organized records of all financial transactions, contracts, and compliance documentation
Support implementation and monitoring of GAAP compliant policies and procedures
Update and maintain operational documentation for key financial and administrative processes
HR Administration & Employee Lifecycle Support
Process payroll administration through Rippling, ensuring accurate and timely payment processing, tax withholdings, and benefits deductions
Coordinate HRIS administration, maintaining accurate employee records, tracking time off requests and paid leave, and managing benefits enrollment
Support employee lifecycle processes including:
Hiring: Coordinate job postings, schedule interviews, prepare offer letters, complete new hire onboarding paperwork, assist managers to coordinate onboarding plans
Development: Track and coordinate employee training requirements, professional development opportunities, and review cycles
Offboarding: Process termination paperwork, conduct exit procedures, coordinate benefits continuation, and maintain offboarding documentation
Maintain confidential personnel files in compliance with employment law
Serve as first point of contact for employee questions regarding payroll, benefits, time off policies, and HR policies and processes
Coordinate benefits administration, including enrollment periods, changes, and employee communications regarding insurance and retirement savings plans
Operations & Systems Administration
Administer and maintain organizational platforms, including Rippling, QuickBooks, Google Workspace, Bill, and Notion.
Maintain accurate inventory of organizational subscriptions, platforms, and vendor relationships for accounting and planning purposes
Support facilities coordination, vendor management, and procurement schedules and processes as needed
Assist with fiscal sponsorship account management tasks, including agreement tracking and financial liaison work between sponsorees and accountants.
Requirements
Qualifications, Experience, and/or Skills Desired:
1+ year(s) of bookkeeping or financial administration experience, preferably in nonprofits
1+ year(s) of HR experience, including payroll, benefits, and records management
Proficiency with accounting, financial management, and HRIS software (Quickbooks and/or other accounting software experience required,, Rippling experience a plus)
Strong attention to detail and accuracy in data entry and financial record-keeping
Understanding of basic accounting principles and GAAP standards
Knowledge of employment law basics, including recordkeeping requirements, wage and hour regulations, and benefits compliance
Experience coordinating recruitment, onboarding, and offboarding processes
Comfortable working with multiple software platforms and learning new systems
Ability to maintain strict confidentiality and handle sensitive financial and personnel information with discretion
Strong organizational skills and ability to manage multiple deadlines
Excellent written and verbal communication skills, with ability to explain policies and procedures clearly
Commitment to anti-racism, access, and social justice, and contributing to a working culture and art community that leads with equity and inclusion.