Operations and Finance Coordinator

Job Title: Operations and Finance Coordinator

Supervised by: Director of Finance and Operations

Status: Full-time

Hourly or Salary: Hourly

Exempt or Nonexempt: Nonexempt

Approximate Hours Per Week: 40

Salary Wage: $23 per hour

RESPONSIBILITIES:

GENERAL/ADMIN

• Maintains bookkeeping and work emails
• Maintains timely and accurate filing of Finance Department paperwork
• Scans paper documents into digital files and organizes them on proper storage and access
• Connects staff with external vendors as needed
• Orders office supplies
• Conducts mail duties as needed
• Assists in putting together the Board Packet for quarterly and special meetings
• Performs administrative duties related to HR, including but not limited to:
• Communicates with staff about HR enrollments, days off, and using PTO
• Sends onboard materials to new employees and monitors completion
• Provides off boarding information to employees exiting the company
• Maintains personnel files
• Communicates with staff about benefit changes and annual enrollments
• Meets weekly with Director of Finance for check-ins
• Utilizes Asana to track tasks and projects

FINANCE

(NOTE: Quickbooks is our accounting software)

• Assists in Accounts Payables:
• Enters bills for both operations and projects
• Enters staff credit card charges
• Pays bills by ACH, Bill pay or by wire on bank site
• Records payments
• Records journal entries for returned payments
• Assists in Accounts Receivables:
• Enters invoices for both operations and projects
• Sends invoices to customers
• Invoices for screenings (communication with Producer)
• Records Vimeo royalties
• Records intercompany transactions
• Checks films bank balances by running cash basis Statement of Activities
• Assists in Distribution process for co-productions:
• Annually prepares reports
• Communicates with Director of Finance to review and approve completed reports
• Communicates with external representatives about final reports
• Pays out royalties and records payments
• Communicates with royalty recipients
• Maintains vendor files in Quickbooks:
• Collects W-9s or W-8s for new vendors
• Collects vendor information via their invoice or email communication
• Keeps information up-to-date
• Bank site operations:
• Sets up and maintains ACH and wire templates and vendors in Bill pay
• Communicates with bank contact on any finance related issues like returned payments
• Co-production paperwork:
• Applies for EINs when needed
• Sets up LLCs as needed
• Registers online
• Pays annual fee for active films
• Maintains information like registered agent and members
• Corresponds with filmmakers, vendors and customers regarding finance questions and issues
• Assists with annual audit:
• Completes the Accounts Receivable and Accounts Payable worksheets
• Gathers information as requested by the Director of Finance in accordance with the PBC list from the auditors

OTHER OPPORTUNITIES

• Assists other departments with projects, such as regranting, reviewing applications for applicants for open programs, and reviewing filmmaking work for feedback as time permits
• Provides feedback on films and projects that are part of the pipeline process or reviewed with our KTQ Lab Programs
• Performs additional duties as assigned or requested by the Leadership Team (Executive Director, Artistic Director and Director of Finance)

REQUIREMENTS

• Proficient in Quickbooks, Google Sheets, Microsoft Excel
• At least 2 years of experience in Accounts Payable
• Human resource experience is a plus
• High school diploma or equivalent
• Emotional intelligence, detail-oriented, and organized
• Ability to work 3 days in the office