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PICA is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status. PICA values perspectives, voices, and insights from people of diverse cultural backgrounds. PICA is committed to building a culturally diverse staff and we strongly encourage applications from LGBTQ and people of color candidates. Individuals with disabilities and veterans are also encouraged to apply.

For information about internship opportunities with PICA, please scroll to the bottom of the page. Please note: PICA internships are unpaid, but we are happy to arrange for academic credit and contracts as well as benefits associated our annual TBA Festival, occurring each year during early September.

Jobs


Non-profit Accounting Bookkeeper

The Portland Institute for Contemporary Art (PICA) seeks an experienced part time bookkeeper.

Job Summary

The Accounting Bookkeeper works under the direction of the Finance Manager and performs a variety of complex tasks in general areas of accounting and administration and 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.

Administrative Responsibilities

  • Insurance: Liaise with insurance agent re liability, E&O, property, vehicle and workers comp insurance. Maintain insurance coverage.
  • 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.
  • Ability to work onsite.

To apply:

Submit resume and cover letter to [email protected].

PICA is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status. PICA values perspectives, voices, and insights from people of diverse cultural backgrounds. PICA is committed to building a culturally diverse staff and we strongly encourage applications from LGBTQ and people of color candidates. Individuals with disabilities and veterans are also encouraged to apply.


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INTERNSHIPS

About Interning with PICA

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 is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, age, national origin, ancestry, citizenship, disability, or veteran status. PICA values perspectives, voices, and insights from people of diverse cultural backgrounds. PICA is committed to building a culturally diverse staff and we strongly encourage applications from LGBTQ and people of color candidates. Individuals with disabilities and veterans are also encouraged to apply.

PICA’s internship program runs seasonally. For general questions, please email Roya Amirsoleymani, Director of Community Engagement, at [email protected].


Development Intern

Overview: Support PICA’s Development staff with various aspects of administration, donor relations, research, corporate sponsorship, and special event coordination.

Responsibilities: Assist with administrative and communications tasks related to individual giving, donor relations and cultivation, corporate sponsorship, board relations, and patron services. This position will also provide support for special events and fundraisers, including planning, preparation, in-kind donation procurement, and volunteer coordination.

Qualifications: Interns must be highly organized, reliable, detail-oriented, and possess excellent written and oral communication skills. Comfort working with Apple computers; Google Drive applications; and Microsoft Word and Excel is required, as are basic internet research skills. Some experience with a donor management program/database is preferred, but not required. Development interns will be trained in basic functions of our data system. This internship is ideal for those with an academic background and professional interest in art, arts administration, nonprofit management, fundraising, and/or event management. An understanding and appreciation of contemporary art is expected.

Start Date: Flexible in February 2017
End Date: End of June 2017
Hours: 8–16 hours per week; flexible schedule

To Apply: Email a resume and cover letter to [email protected] by February 15, 2017


2017 Resource Room Intern(s)

3-4 positions available

Assist staff in managing PICA’s Resource Room, a distinctive collection of books, periodicals, and other publications on contemporary art and performance, as well as video recordings of past PICA performances. The RR book collection is currently being re-cataloged according to the Library of Congress system, a project that requires substantial intern support with inventorying, labeling, shelving, and data entry using the online system Libib (training provided).

Interns also have the option of helping to research grant opportunities for the Resource Room’s collection and programs; solicit donations and new acquisitions of books and periodicals through publishing sources; and work on projects that help to enhance the public visibility of and access to the collection through web and social media. Interns interested in archival access may have the opportunity to assist with preservation projects in connection with PICA’s audiovisual archive. Some RR programming may also require assistance. While desirable, specialized library or archiving experience or credentials are not required–basic training will be provided.

This position is the best fit for someone who is passionate about contemporary art publications and special collections; is self-directed, meticulous, focused, and detail-oriented; is comfortable working independently; and is open to a high degree of data entry and administrative tasks in addition to program assistance and other projects.

Qualifications: Excellent written and oral communication skills. Ability to take initiative and work well independently. Adaptable and flexible. Comfortable with Mac computers and and basic data entry. Ideal candidates will be comfortable with library cataloging systems and basic archival handling (though not required). Basic understanding of digital photography, Photoshop, and simple video editing is helpful if A/V archival projects are of interest to the applicant. An understanding and appreciation of contemporary art is expected. Open to current undergraduate or graduate students, or those no longer in school.

Dates: Openings available immediately and on a rolling basis until filled.

Hours: Minimum 6-8 hrs per week for three months. Flexible schedule but must be available on weekdays during business hours.

Credit: This internship is unpaid, but for those seeking academic credit, we are happy to produce evaluations, sign contracts, or produce any other paperwork needed by your school in order for you to earn credit.

To Apply: Email a resume and cover letter to [email protected].