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 DirectorStatus: Non-exempt, part-time employee, .5 FTE (averaging 20hrs/week). Primary Responsibilities:Financial Administration & BookkeepingMaintain accurate and timely bookkeeping records, including coding and entering transactions, reconciling accounts, and processing invoices and paymentsWork with external accountant to prepare regular financial reports for internal review, including monthly budget-to-actual comparisons and cash flow trackingServe as primary point of contact with external accountants and auditors, coordinating information requests and document preparationSupport annual audit/review processes by organizing financial documentation and responding to auditor inquiriesTrack and reconcile organizational credit cards, expense reports, and vendor accountsMaintain organized records of all financial transactions, contracts, and compliance documentationSupport implementation and monitoring of GAAP compliant policies and proceduresUpdate and maintain operational documentation for key financial and administrative processesHR Administration & Employee Lifecycle SupportProcess payroll administration through Rippling, ensuring accurate and timely payment processing, tax withholdings, and benefits deductionsCoordinate HRIS administration, maintaining accurate employee records, tracking time off requests and paid leave, and managing benefits enrollmentSupport 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 cyclesOffboarding: Process termination paperwork, conduct exit procedures, coordinate benefits continuation, and maintain offboarding documentationMaintain 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 processesCoordinate benefits administration, including enrollment periods, changes, and employee communications regarding insurance and retirement savings plansOperations & Systems AdministrationAdminister 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 purposesSupport facilities coordination, vendor management, and procurement schedules and processes as neededAssist with fiscal sponsorship account management tasks, including agreement tracking and financial liaison work between sponsorees and accountants.PICA Staff FunctionsParticipate 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 itemsParticipate in PICA programs, including exhibition openings, performances, special events, and more to welcome community members and facilitate connectionsParticipation in external, community, and sector-facing initiatives, networks, conferences/events, and other activities as it relates to the roleRepresent PICA in the broader Portland community and arts sectorQualifications, Experience, and/or Skills Desired:1+ year(s) of bookkeeping or financial administration experience, preferably in nonprofits1+ year(s) of HR experience, including payroll, benefits, and records managementProficiency 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-keepingUnderstanding of basic accounting principles and GAAP standardsKnowledge of employment law basics, including recordkeeping requirements, wage and hour regulations, and benefits complianceExperience coordinating recruitment, onboarding, and offboarding processesComfortable working with multiple software platforms and learning new systemsAbility to maintain strict confidentiality and handle sensitive financial and personnel information with discretionStrong organizational skills and ability to manage multiple deadlines Excellent written and verbal communication skills, with ability to explain policies and procedures clearlyCommitment 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, OR.
