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JOB OPPORTUNITY: Office Administrator / Bookkeeper for Healdsburg Jazz

Posted by Healdsburg Jazz Festival, Inc. ; Posted on 
JOB OPPORTUNITY: Office Administrator / Bookkeeper for Healdsburg Jazz


Job Title: Office Administrator / Bookkeeper

Classification: Non-exempt

Office Hours: 9:00 a.m. to 5:00 p.m., Monday – Friday

Location: Healdsburg, CA

Reports to: Executive Director

Type: Part-Time

Hours: 24 hours a week to start, building to full-time during the months prior to and during the Healdsburg Jazz Festival, May 31-June 9, 2019. During the Festival, weekends will be included. From July – Feb. 24 hours per week minimum until position expands.

Healdsburg Jazz Festival, Inc. is a nonprofit 501(c)(3) and the premier jazz presenting organization north of the Golden Gate Bridge with an office in Healdsburg’s downtown warehouse district.

Job Summary

The Office Administrator/Bookkeeper is responsible for the bookkeeping, administration and operations functions and ensures the organization is run as a fiscally responsible non-profit.  You will also assist the Executive Director and the Artistic Director with marketing coordination, grant reporting requirements and membership coordination. Works fairly independently, receiving a minimum level of detailed supervision and guidance. Maintains close and highly responsive relationship to day-to-day activities.

Duties & Responsibilities


·         Advanced experience using QuickBooks for Non-Profits and Excel
·         Enter all financial transactions (e.g., credit cards, checks, reimbursements).
·         Ensure expenditures are appropriately categorized using chart of accounts.
·         Manage accounts payable and prepare checks for signature.
·         Enter bank debit transactions.
·         Prepare and make bank deposits.
·         Reconcile bank and credit card statement transactions.
·         Process state and federal payroll tax deposits, reports and file tax forms (1099).
·         Prepare financial reports
·         Assist with operating budget projections and grant budgeting.


·         Tactfully handles inquiries and/or refers to appropriate party. Refers routine matters to appropriate person for action and follows up to ensure completion.
·         Schedules and maintains calendar of appointments, meetings and itineraries. Anticipates and prepares meeting materials, charts and reports as needed.
·         Maintains complex spreadsheets. Compiles and analyzes information.
·         Composes routine and non-routine correspondence and reports, and produce high quality reports, presentations, or other documents.
·         Coordinates activities, conducts research and ensures that requests are carried out.
·         Handles a wide variety of situations and tasks involving the clerical and administrative functions of the office.
·         Monitor registration and other logistics for music education programs.
·         Ensure office is clean and organized.
·         Plus other duties as assigned by the Executive Director and Artistic Director.


1.      Strong organizational, problem-solving and analytical skills.
2.      Ability to manage priorities and workflow.
3.      Must possess strong computer skills including proficiency in Microsoft Office (Word, Excel, PowerPoint), Adobe InDesign, QuickBooks and database management.
4.      Ability to work collaboratively with staff, board, volunteers, members and donors.
5.      Excellent verbal, written and interpersonal skills.
6.      Ability to respect and adhere to strict rules of confidentiality.
7.      Ability to work with frequent interruptions.
8.      Ability to multi-task and work effectively under pressure.
9.      Good judgement with the ability to make timely and sound decisions.
10.  Must have working knowledge of office procedures and office equipment.
11.  Must have working knowledge and experience in maintaining filing systems.

Physical Demands

1.      Ability to lift up to 40 pounds.
2.      Must be able to sit and stand for long periods of time.
3.      Use hands and fingers in repetitive motions, daily.
4.      Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Highly Desired Qualifications

1.      Previous experience working in a nonprofit environment. Minimum 2 years.
2.      Event management and logistics.
3.      Bachelor’s Degree


Office is a non-smoking, non-scented environment.

Must maintain a current and valid driver’s license and must be insurable.