Type: Full Time, Exempt
Location: San Francisco, CA, US. This is a hybrid role requiring a few days of regular in-person attendance at the office.
Salary Range: $103,000.00 To $115,000.00 Annually
About the Open Staffing Foundation
Open Staffing Foundation (OSF) is a nonprofit that provides staffing services for the Internet Archive and other mission aligned organizations.
The Internet Archive is a non-profit library, headquartered in San Francisco, with an ambitious mission: to provide universal access to all knowledge—the books, web pages, audio, television and software of our shared human culture. Our 90 engineers, archivists, librarians, and team members have built one of the top 300 websites in the world, https://archive.org/. The Internet Archive digitizes thousands of books a day and collects a hundred million web pages a week. In its 25+ years, it has built one of the largest digital libraries in the world by working with hundreds of national and international libraries, archives, museums, universities, and non-profits.
Job Summary
The person in this role will report to the Director of Finance and work as a key member of the finance department. Key responsibilities include: maintaining confidentiality and security of financial activities and records; overseeing grants activity and reporting; overseeing and performing accounts receivables and payables; delivering financial controls and following compliance standards; and leading grant and donation funding processes.
Essential Duties & Responsibilities
Grant Management Accounting: Performs financial tracking, reporting, and oversees compliance for funds received from grants, ensuring that expenditures adhere to the terms and conditions set by the grantor.
Oversee the financial lifecycle of all grants.
Develop and monitor grant budgets.
Prepare timely and accurate reports for submission to various grantors.
Track and manage grant receivables, ensuring proper billing and collection.
Accounts Receivable & Payable: Manage, collect and pay-out funds for the organization, producing accurate invoicing, timely follow-up, and reconciling payments to ensure proper accounting.
Coordinates Managers and Archivists, and prepares customer and partner invoices
Records electronic donations and payments.
Assist with Accounts Payable processing.
Review and analyze Archive expenditures.
Financial Controls & Compliance: Establishes and maintains policies, procedures, and internal checks to safeguard the company’s financial assets, and ensures that financial reports are accurate and reliable.
Owns and/or assists in the monitoring of financial controls and compliance.
Reviews A/P and A/R activities, looking for discrepancy and ensuring they are resolved.
Donations Management & Revenue Accounting: Delivers accurate processing, recording, and reconciling of all incoming contributions, ensuring they are properly categorized according to donor intent and organizational policies.
Record and reconcile all incoming donations and pledges.
Maintain the integrity of the donor database.
Perform monthly reconciliation of fundraising data with general ledger records.
Deliver timely acknowledgements to donors.
Required Competencies to Succeed in the Role
Mission Driven: Must be inspired by our mission and the work we do in the world. Willing and wanting to support us in managing new phases of growth and change.
Communications: The ability to clearly and concisely convey complex financial information, insights, and recommendations—both written and verbal—to non-finance stakeholders and senior management.
Mentorship and Leadership: Able to act as an independent and self-starter leader who can motivate teams through guidance and training. Knows how to review staff’s work while demonstrating accountability and professionalism.
Confidentiality: Knows how to handle sensitive information diplomatically and adhere to strict confidentiality policies and procedures.
Critical Thinking and Problem Solving: Able to maintain a flexible approach to work, and knows how to critically analyze problems and then develop effective and efficient process driven solutions. Also, must be highly organized and able to juggle the needs of several corporate entities.
Time Management and Prioritization: Exceptional organizational skills to manage multiple projects, meet concurrent deadlines, and effectively prioritize tasks in a fast-paced environment.
Audit Management: Experience coordinating and supporting both internal and external financial audits by preparing comprehensive schedules, responding to inquiries, and managing the flow of documentation.
Month-End Close Management: Skill in efficiently managing and executing all phases of the monthly and quarterly close process, including reviewing journal entries, reconciliations, and variance analyses, often under strict deadlines.
Internal Controls and Compliance: Expertise in designing, implementing, and monitoring internal controls to safeguard company assets and ensure adherence to both internal policies and external regulatory requirements (e.g., SOX).
Technical Accounting Proficiency: The ability to research, interpret, and apply complex accounting standards (like revenue recognition or lease accounting) to unique business transactions and situations.
GAAP/Financial Reporting Expertise: Possessing a deep, working knowledge of Generally Accepted Accounting Principles (GAAP) to ensure the accurate and compliant preparation of financial statements and disclosures.
ERP/System Proficiency: Advanced ability to utilize and optimize the company's Enterprise Resource Planning (ERP) system and other financial software to enhance data accuracy and automate processes.
: Bachelor's Degree in Accounting or Finance
: Minimum of 5 years experience in Accounting or Finance
: Deep knowledge, based on experience, of Quickbooks Premier or Enterprise.
Required: Experience working with Google Workspace, Microsoft Office (i.e. Microsoft Word, Excel,Powerpoint), and Zoom.
Prefered: Nonprofit experience preferred but not required.
IMPORTANT: We like cover letters. It helps us see how you communicate and express yourself in writing. Candidates you provide a cover letter will be prioritized.
Benefits & Perks
The Internet Archive works with Open Staffing Foundation to recruit, hire and retain staff. Open Staffing Foundation offers a comprehensive benefits package, including PTO, paid holidays, medical, dental, and vision benefits, health savings and flexible spending accounts, commuter benefits, short-term and long-term disability coverage, and retirement programs.
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At the Open Staffing Foundation, we believe our best work happens when diverse perspectives come together. We strongly encourage applications from individuals in groups underrepresented in the tech and library industries. We are proud to be an equal-opportunity employer, committed to fair employment practices regardless of race, color, religion, national origin, age, sex, marital status, ancestry, disability, genetic information, veteran status, gender identity or expression, sexual orientation, or any other characteristic protected by federal, state, or local law.
We also aspire to make the online job application process accessible to any and all users. If you have a disability that impacts your ability to complete the application process, and would like to request assistance or accommodation, please contact us: info@archive.com
Lastly, pursuant to the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records.