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.  

Reports to: Executive Director

Status: Non-exempt, part-time employee, .5 FTE (averaging 20hrs/week). 

Primary 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.

PICA Staff Functions

• Participate in and facilitate staff meetings (and board meetings as needed)
• Contribute to ongoing inclusion and accessibility work within the organization through staff meetings, training sessions, independent professional development, and collaboration on strategy and action items
• Participate in PICA programs, including exhibition openings, performances, special events, and more to welcome community members and facilitate connections
• Participation in external, community, and sector-facing initiatives, networks, conferences/events, and other activities as it relates to the role
• Represent PICA in the broader Portland community and arts sector

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.

*A note to potential candidates: Studies have shown that women, trans, non-binary, BIPOC, and other candidates from multiply-marginalized populations are less likely to apply for jobs unless they believe they meet every single one of the qualifications in a job description. PICA is committed to building a diverse and inclusive organization, and we are most interested in finding the best candidate for the job. We would strongly encourage you to apply, even if you don't believe you meet every one of the qualifications described above. 

Working Conditions: This is a hybrid position for a team member based in Portland, Ore., with primarily desk-based work requiring regular computer use. This team member should be comfortable working both independently and collaboratively with staff. Some on-site presence is required for financial record management, operations coordination, and team collaboration, though flexibility for some remote work is available. Occasional evening or weekend availability may be needed for organizational events or time-sensitive deadlines. PICA will provide necessary equipment for work. Reasonable accommodations may be made to support individuals with disabilities to perform the essential functions.

Compensation/Benefits:  $31,200 annual salary. This position is eligible for 50% employer-supported benefits coverage which includes medical, dental, and vision insurance. PICA also offers a flexible time off/vacation policy, and stipends for professional development.

Timeline: Applications will be accepted until the position is filled, with a priority application date of Feb. 20. Interviews will be scheduled on a rolling basis. We hope to have someone in the role by March 18. 

To Apply: Please use PICA's jobs portal to submit an application with a resume. In lieu of a cover letter, please be prepared to answer four questions about your relevant experience as part of the application. 

Please direct any of your questions about any access needs for submitting an application or interviewing to jobs@pica.org