Financial Operations Lead
138 South Oxford Street, Suite 5A
Brooklyn, NY 11217
ArtsPool, an administrative cooperative providing affordable nonprofit financial management, workforce administration, and compliance support, seeks a qualified individual to support a growing membership of nonprofit organizations. Startup meets social venture, the ArtsPool model is a unique, alternative solution to the lack of staffing capacity in nonprofits. ArtsPool is seeking a Financial Operations Lead to join our dedicated team. ArtsPool is currently a remote-first workplace with an office in Fort Greene, Brooklyn.
ArtsPool values equity. We work to dismantle the systemic, structural inequities in our field and in the context of arts administration. We value inclusion, seeking out a broad spectrum of identities, ideas, experiences, tools, and systems to improve our work and our understanding. Sustainability allows us to create and improve our systems to support long-term health of our people and our organization. Happiness is a large part of our culture so we work to create and maintain a working culture for staff and members that encourages joy, even amongst mundane details. We value boldness by taking risks, accepting challenges, and envisioning big ideas while following through on details. Through flexibility, we are responsive to our members, ourselves , and our environment. ArtsPool values personal responsibility to the group. We communicate and help each other, and always remember that we are a team. Our value of proactive, designed, lived change makes us hold ourselves highly accountable to living and practicing the concept of change from which we began.
Your love of numbers and attention to detail is matched by a passion for helping nonprofits and artists to thrive. The ideal candidate will share ArtsPool’s values with respect to diversity, equity and inclusion, and be excited by working in an organization with a flat, non-hierarchical structure, which requires group decision and frequent collaboration. You enjoy learning new systems and tools and thinking critically about ways of making them better. You love the arts and understand financial administration and operations as central parts of making art happen. You are able to prioritize multiple projects and meet ongoing deadlines. You communicate clearly and patiently with clients and colleagues. You are detail-oriented and have a sense of perspective and humor when things get real.
The primary work focus for the Financial Operations Lead is in the area of Financial Operations. Financial Operations services for ArtsPool’s members include, without limitation, the following:
- Maintain accounts receivable and payable and reconcile accounts daily, including support in preparation for annual independent audits and tax filings.
- Reconcile all bank accounts, credit cards, and third party processors and create monthly bank reconciliations.
- Import and interpret transactional data from bank feeds and third-party processors (Salesforce, Ungerboeck, etc).
- Enter all transactions into the books on at least a weekly basis.
- Perform bookkeeping tasks such as deposits and invoicing connected to maintaining accounts receivable.
- Perform bookkeeping tasks connected to maintaining accounts payable, including requesting W-9s for contractors, tracking of accounts payable, processing payments, bill entry and approval, payments via Checkeeper, ACH or online portals, preparing PDF checks to print.
- Request, as necessary, coding and documentation from members for transactions.
- Record petty cash transactions.
- Track income and expenses to programs in conjunction with the Financial Maintenance Team for budgeting purposes.
- Ensure consistency in the Chart of Accounts and occasionally make journal entries.
- Serve as the first point of contact with members in the ArtsPool app and route tasks to the appropriate team member.
- Maintain and update the reference documents with member context and internal processes as they evolve.
- Process contracts through DocuSign.
- Adhere to the standards of accountability put forth by the team, the specifics of which are subject to change. Standards of accountability will include timelines for reconciliation, completing monthly and annual closing procedures, and sending 1099s to independent contractors, and other critical processes.
- Participate as desired by the team in Financial Operations training for new ArtsPool staff.
- Adhere to quality control responsibilities as determined by the Financial Operations Team.
In connection to the duties above, a Financial Operations Lead will coordinate their work assignments and schedule with ArtsPool’s operational teams and other members of their service delivery team. They will work closely with and clearly communicate financial information to member staff of varying degrees of financial literacy, and help all members to have better comprehension of managing the workflow of their financial data.
We’re all in this together
As ArtsPool workers and members of a cooperative, we share a set of responsibilities for keeping ArtsPool running smoothly and aligned with its values. Each worker is asked to participate in the operational activities of the organization:
- Support ArtsPool’s values with respect to diversity, equity, and inclusion, and commit to working in an organization with a flat, non-hierarchical structure.
- Adapt to the ArtsPool standard for efficient, accurate service delivery. Serve on one to two internal operational teams.
- Serve as a Member Liaison for at least one member and manage some standard compliance and relationship-management work.
- Provide training to member staff as needed on the systems and procedures. Participate as an Ally for other ArtsPool employees, or opt-out through the DEI/People team.
- Participate in regular service team huddles, operational team meetings, and all-staff events such as weekly stand-ups, retros, and monthly Open Swim sessions.
- Participate in peer-to-peer performance reviews.
- Lead and participate in semi-regular professional development sessions (lunch-and-learns, seminars, systems training, etc.) on a variety of topics; act as a resource for other staff in areas of particular expertise.
- Act as a back-up for other ArtsPool employees as needed when they take time off, and prepare your work for other employees to back you up when you take time off.
- Adhere to ArtsPool’s work processes and procedures including systems use, style guides, communications guides, document organization and retention, security policies, and other operational and corporate policies and procedures.
- Contribute to configuration, maintenance, and consistency of the technical systems used in your work.
- Contribute to the organizational decision-making process and the overall quality control of ArtsPool systems and physical facilities.
Starting compensation for this full-time permanent position is $70,000.00, with health and dental benefits. ArtsPool also offers a 401(k) retirement plan and commuter benefits. The successful candidate will be eligible for a raise to ArtsPool’s secondary compensation level, after one year of employment, according to ArtsPool’s pay equity procedures. The approximate start date for this position is early February 2022.
- Experience with bookkeeping preferred. Books conversion experience a plus.
- Experience working within nonprofit and/or arts organizations preferred.
- Ability to work with many types of members (clients) and personalities, ranging from small artist-run companies to mid-sized institutions.
- Independent self-motivated problem solver who can make suggestions and work within a team to develop and implement system improvements.
- Openness to and facility with web-based systems and software. Strong knowledge and experience with reading and maintaining spreadsheets preferred. Ability to prioritize and meet deadlines. Experience with Xero Accounting, Quickbooks and Google Apps (Drive, Docs, Sheets, Calendar, Gmail, etc) a plus. Compensation