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/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

If interested in applying for this position, please copy and paste or enter the following URL into your browser and complete questionnaire:

https://forms.gle/QsbcdngUW2JP6VfP9

Kartemquin Films

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Operations & Finance Coordinator