Full Charge Bookkeeper/Office Manager

Rubicon Theatre Company
Job Description
Position Open Immediately 

Rubicon Theatre Company is a not-for-profit professional theatre company located in an historic former church in Ventura’s Downtown Cultural District. Founded in 1998, the company presents a full season of dramas, comedies and musicals in an intimate 185-seat venue for the entertainment, enrichment and education of residents and visitors to Ventura.  

The company is currently seeking a Full-Charge Bookkeeper to manage the company’s finance and operations. The Bookkeeper reports to the Producing Artistic Director until a Managing Director is hired and manages various volunteers. The Bookkeeper is an integral part of a small, diverse, dedicated team. The successful candidate will have a B.A. and a minimum of 3-5 years' experience in finance and/or accounting, preferably with a non-profit organization. Previous experience with QuickBooks, Microsoft Office Suite, Apple iWork Suite, and the Google Apps Suite is a plus.  


Departmental responsibilities are as follows: 


Bookkeeping and Accounting 

  • Process weekly payroll for permanent and seasonal staff 

  • Input in QuickBooks Pro cash and pledges receivable from multiple sources: subscription packages, group and single ticket sales; advertising; classes and workshops; donations, corporate contributions, sponsorships, membership, etc. 

  • Complete all required union filings related to payroll  

  • Process accounts payable from vendors, cut checks, arrange for signatures and transmit or mail 

  • Work with production to create cash flow projections and maintain a 4-month rolling cash-flow document 

  • Prepare budgets with department heads or individuals and provide monthly reconciliations/year-to-date reports  

  • Prepare monthly reports for review by the PAD/MD for the Board of Directors 

  • Implement and monitor efficient and effective “best practice” policies related to check requests and purchase orders 

  • Maintain and update the Chart of Accounts 

  • Work with the board committee and auditor to schedule and drive timely completion of the annual audit 

  • Ensure all tax forms and institutional non-profit and corporate government filings are current and complete 

  • Ensure organizational compliance with all regulatory tax filings and audits 

  • Assist in preparing project budgets for grant applications and assist in preparation of financial and organizational documents for grants and sponsorships 

  • Analyze financial data to encourage strategic thinking about company success in line with the company’s mission and goals 

  • Create journal entries to reclassify accounts payable/general ledger errors 

  • Audit and reconcile company credit card statements for payment 

  • Process employee expense reports for reimbursement 

  • Update and maintain vendor W-9 information 

  • Report year-end 1099 vendor data to the IRS 

  • Maintain all accounting files  

  • Other duties as assigned 


Human Resources 

  • Onboard new employees related to tax forms, office equipment and employee manual 

  • Attend workshops and seminars to ensure company compliance with current employment laws 

  • Maintain employee files 

  • Create a schedule for reviews and coordinate with department heads 

  • Track employee birthdays and create and executive appreciation events 

  • Help coordinate employee retreats or activities that encourage strong, clear lines of communication and excellent employee morale 


Equipment, Facilities and Supplies 

  • Establish relationships with key vendors and oversee contract fulfillment 

  • Maintain equipment leases, inventory and maintenance agreements 

  • Initiate calls to vendors related to repairs or upgrades and monitor to make sure all is in good working order 

  • Work with department heads to secure bids for larger projects to ensure good stewardship of community resources 

  • Order and manage office supplies 

  • Coordinate with production and guest services to try to build VRBO income for the new company owned artist housing in off-seasons 

  • Work with production to try to increase rental revenues for the theatre and the warehouse 


The position will be classified as full-time exempt, with an annual pay rate of $68,640 paid on a pro-rata basis over 52 weeks on a one-week lag 


In addition to the base pay, after a 90-day probationary period, the Bookkeeper will be eligible for health benefits (choice of two programs), and two weeks floating paid vacation (with a third week between Christmas and New Year’s in years when the company is not running shows during that time). Sick time accrued in accordance with the company’s policies and procedures.  


Organizational Profile 

Rubicon Theatre is committed to exploring and reflecting the human experience in all its many diverse and varying forms, striving to find the common humanity in all of us. We highly encourage applications from talented artists, technicians, and administrators from all underrepresented groups to apply. 


Contact Information