Please read below for employment and internship opportunities or visit our Volunteer page to get involved with our events.
Position: Non-profit Accountant, Part Time: 15 to 32 hours per week – seasonal
Compensation: $16-$20 hour commensurate with experience.
Job Summary: Under the general direction of the Finance Manager, the accountant performs a variety of complex tasks in general areas of accounting and administration. The Accountant is a critical player in managing Accounts Payable, Accounts Receivable, Cash Balances and Expense Budgets.
The successful candidate will be passionate about PICA’s mission, program, and artists. They will be hands-on, detail-oriented, a quick-learner, a wizard with data, and thrive in a fast-paced and fluid environment.
Financial Management Responsibilities
- Maintain financial records in an accurate and timely manner; prepare financial statements; oversee all financial, project/program and grants accounting.
- Pledges Receivable: Post grants, pledges, contributions and cash receipts. Release restricted income per grant agreements, and reconcile restricted balances.
- Reconcile donor accounts, including allowance for doubtful accounts. Maintain audit-worthy donor files.
- Accounts Receivable: Invoice for shared expenses, post sales invoices and track collections.
- Earned Income: Post ticket and pass revenue. Invoice for group sales. Reconcile to ticketing system.
- Donors: with Development staff, reconcile development and financial systems.
- Accounts Payable: Post invoices, disburse payments, and maintain cash balances. Reconcile vendor accounts. Maintain audit-worthy disbursement files.
- Independent Contractors: Track artist contracts; draft other contracts.
- Vendors: Collect Forms W-9, file Forms 1099 and 1096.
- Payroll: Collect I-9 and W-4 forms. Draft employment agreements, for both regular and temporary employees. Collect timecards and report payroll to payroll service. Review and distribute Forms W-2. Reconcile to Forms 941 for audit. Maintain employee files.
- Cash: Track and maintain adequate cash balances. Reconcile to bank statements. Manage organizational cash flow forecasting.
- Support annual budgeting and planning process with detailed reports of actual expenses by department and program, with comparison to budget.
- Prepare documents and analyses to support the annual audit and preparation of Form 990. Liaise with independent auditor.
- Update and implement all necessary business policies and accounting practices; improve the accounting policy and procedure manual.
- Insurance: Liaise with insurance agent re liability, E&O, property, vehicle and workers comp insurance. Maintain insurance coverage.
- Information Technology: maintain network and internet accessibility.
- Facilities: Maintain property tax exemption with county tax authority. Liaise with landlord on lease concerns.
- Security: Maintain secure access to PICA offices and storage. Train new employees on office access and security systems. Distribute access cards and keys. Liaise with security service to update authorizations.
- Accounting degree or equivalent experience.
- 1-3 years professional experience.
- Experience with any two accounting systems.
- Familiarity with project and fund accounting.
- Familiarity with restricted and unrestricted income and fund tracking.
- Strong administrative and data skills with Microsoft Excel, Word.
- Experience with Salesforce, ticketing systems and databases is a plus.
- Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders
- Ability to set priorities, with the ability to wear many hats in a fast-paced and rapidly-changing environment.
- Personal qualities of integrity, credibility, and dedication to the mission PICA.
Submit resume and cover letter to [email protected]
Are you a current student seeking professional experience with a nonprofit arts organization? Starting a new career in arts management and administration? Our interns work closely with PICA staff on all aspects of programming and operations, contributing to our small team while gaining an insider’s perspective on everything from marketing to development to curation.
We expect each intern to identify and carry out independent projects in addition to assisting staff with general duties. All interns are expected to demonstrate an appreciation for and understanding of contemporary art.
PICA internships are unpaid. Interns receive a PICA membership and free admission to programs and special events. While PICA cannot provide housing, travel, or monetary compensation for interns, we are happy to work with your educational institution to arrange for course credit.
PICA’s internship program runs seasonally. For general questions, please email Roya Amirsoleymani, Community Engagement Manager, at [email protected].
PRECIPICE FUND GRANTS PROGRAM INTERNSHIP (Spring, Summer, and/or Fall 2015)
NOTE: Internship candidates cannot apply for a Precipice Fund themselves grant due to conflict of interest.
Overview: This internship supports PICA’s Community Engagement Manager and Visual Art Curator in coordinating and administering the Precipice Fund, a part of the Andy Warhol Foundation for the Visual Arts’ Regional Regranting Program. Now entering its third round of giving, the Precipice Fund annually awards 15-20 grants of $500 to $5,000 each to collaborative and experimental visual art projects, programs, and spaces in Portland, Oregon, totaling $75,000 a year in grantmaking. Before applying, please familiarize yourself with the Precipice Fund program and previous years’ grant recipients via our website. The Precipice Fund program is active year-round in various phases, with the busiest period in the Fall. We are seeking interns for spring, summer, and/or fall (more details below). While suitable for a variety of applicants, this internship is ideal for current or recent graduate or upper-level undergraduate students with an interest in exploring arts and culture grantmaking, Portland philanthropy, or alternative models of funding and support for experimental contemporary art.
Responsibilities: Tasks might include: helping to develop and implement a plan for outreach and promotion of the Precipice Fund grants program throughout the Portland region; supporting staff in preparation and delivery of information sessions and budget workshops for applicants; helping update and produce content for the Precipice Fund website and blog (WordPress); general copyediting; providing event support for quarterly Roundtable discussions with grantees; fielding questions from prospective applicants; helping with submission management; assisting with coordination of selection panel convening; supporting staff in organizing public awards announcement/reception; and general web-based research.
Qualifications: Intern must be highly organized, reliable, detail-oriented, and possess excellent written and oral communication and interpersonal skills. Appreciation of diverse cultures and artistic practices a must. Must be comfortable with Mac computers; Google Drive applications; social media; MS Word, Excel, and PowerPoint; and basic internet research. Because the Precipice Fund aspires to reach diverse art communities across Portland, language skills in Spanish, Russian, or Vietnamese are a plus. Ideal for those with an academic background or professional interest in arts administration, grantmaking, or nonprofit management. Understanding and appreciation of contemporary art is expected.
Dates: Starts as early as mid to late April 2015. Support needed through mid-December 2015. Please indicate whether you are applying for spring, summer, fall, or a combination, and indicate exact timeframe of availability (for example, May 1 – June 30). We are flexible.
Hours: 5-8 hours per week; flexible schedule.
Deadline: Email a resume and cover letter to Roya Amirsoleymani at [email protected] by Friday, April 10, 2015.
PICA internships are unpaid, but we are happy to arrange for academic credit as well as ticketing and pass benefits associated with PICA’s TBA Festival (September 10-20, 2015).
Portland Institute for Contemporary Art Seeks Marketing/Communications Intern
PICA is seeking an intern interested in arts marketing and social media to assist with our Spring/Summer 2015 marketing and communications efforts. Internship will specifically have a heavy focus on our TADADA! Gala and 20th anniversary events. Approx. 8-10 hrs/week. May be able to work remotely on certain tasks.
Tasks will primarily include assistance with researching the PICA archives, executing related social media campaigns, and miscellaneous basic graphic design. Other related tasks may be assigned as needed.
We are looking for applicants that possess strong writing and editing skills, an understanding of social media platforms, photo editing skills, the ability to responsibly handle archival/historical materials with care, basic graphic design skills, the ability to independently manage assigned project timelines and deliverables, and a familiarity with PICA’s programs.
PICA internships are unpaid. Interns will receive a PICA membership and free admission to programs and special events. We are happy to work with your educational institution to arrange for course credit.
Position reports to PICA’s Communications and Marketing Manager and works closely with PICA’s in-house graphic designer.
Internship Period: April 1 – May 30, 2015
Applications: Please send a cover letter, resume with references, and online or PDF portfolio work samples to: Noelle Stiles, Communications and Marketing Manager at [email protected]. No phone calls, please.
Deadline: Position open until filled