Title: Bookkeeper/HR Specialist
Supervisor: Director of Operations
Location: Remote (U.S.) with some travel
Salary: $55,000 – $65,000
Benefits: Additional $35,000 stipend for flexible benefits allocation
Apply: For full consideration, apply by Monday, November 30th at midnight EDT
About the Interactivity Foundation
The Interactivity Foundation (IF) is a non-partisan, non-advocacy operating foundation dedicated to strengthening democracy through discussion. Our mission is to bring people together in meaningful discussions that expand imagination, build social trust, and improve discussion skills necessary for everyday democracy.
Often abbreviated as “IF,” our name reflects a deep commitment to exploratory mindsets—encouraging individuals and communities to ask, “What if…?,” as they seek out different perspectives and imagine alternative futures. For decades, IF has supported democratic discussion by developing innovative discussion tools, providing facilitation resources, and advancing collaborative intelligence in classrooms, communities, and workplaces. We envision a society where everyone has both the opportunity and the skills to come together in productive dialogue to co-create the communities in which we live.
Position Overview
The Bookkeeper/HR Specialist supports the efficient day-to-day operations of the Interactivity Foundation. This position manages bookkeeping and financial documentation, organizational events and travel, insurance administration, vendor relationships, operational systems, and internal administrative processes.
The Bookkeeper/HR Specialist works closely with the Director of Operations and other IF team members to maintain accurate records, coordinate organizational activities, strengthen internal systems, and ensure operational responsibilities are completed accurately and on schedule.
Interactivity Foundation offers a generous and flexible benefits package, including:
- Generous paid time off, including vacation, holidays, and wellness leave
- An additional annual $35K provided to all full-time team members for flexible, cafeteria-style benefits plan to support health, retirement, childcare, and other individual needs
- 403(b) retirement plan
- Life insurance
- Paid parental and family leave
- Remote-friendly workplace with a flexible and collaborative culture
- $100/month work-from-home stipend
Key Responsibilities
Bookkeeping & Financial Administration (40%)
- Manage accounts payable, including receiving invoices, confirming approvals, assigning the appropriate account and class, entering transactions in QuickBooks, and processing payments according to IF’s procedures.
- Enter and categorize organizational credit card transactions and employee reimbursements, ensuring each transaction is supported by the appropriate receipt, invoice, and approval.
- Maintain complete vendor records, including contracts, payment information, and Forms W-9, and manage the annual Form 1099 process.
- Collect, organize, and retain financial documentation in QuickBooks and IF’s designated digital filing system, following up with staff members and vendors when information is missing.
- Perform or support monthly bank and credit card reconciliations, month-end and year-end bookkeeping, budget tracking, and financial reporting.
- Maintain accurate and audit-ready financial records to support IF’s annual audit, Form 990 preparation, Finance Committee reporting, and other financial reviews.
- Process, remit, and reconcile employee benefit contributions, including 403(b) retirement plan and 529 education savings plan contributions, ensuring deposits are accurate and timely.
Human Resources, Insurance, & Compliance (25%)
- Assist with employee and contractor onboarding and offboarding, benefits administration, payroll documentation, and maintenance of confidential personnel and contractor records.
- Serve as IF’s backup Payroll Administrator.
- Coordinate and monitor multi-state payroll and employment compliance, including state and local payroll tax registrations and withholding, unemployment insurance, workers’ compensation, new-hire reporting, required leave programs, employer registrations, and other applicable state filings and requirements.
- Serve as IF’s primary administrative contact for its insurance brokers and carriers and coordinate insurance needs across the organization.
- Manage insurance applications, renewals, audits, and records for workers’ compensation, property, general liability, Directors and Officers liability, employment practices liability, cyber liability, umbrella coverage, and other applicable policies.
- Maintain a centralized schedule of policies, coverage limits, premiums, deductibles, renewal dates, certificates of insurance, and required actions.
- Coordinate workers’ compensation reporting, insurance claims, incident documentation, certificates of insurance, and follow-up with brokers, carriers, staff members, and other parties.
- Support annual audits, tax preparation, regulatory filings, insurance reviews, and other compliance activities by maintaining complete and organized documentation.
- Maintain IF’s document-retention practices and handle financial, personnel, insurance, and organizational information with discretion and confidentiality.
Operations, Systems, & Project Coordination (25%)
- Coordinate routine administrative operations, including scheduling, internal communications, document management, vendor coordination, and general organizational support.
- Maintain digital filing systems, forms, templates, policies, procedures, contracts, subscriptions, and other operational records.
- Support IF’s use of Google Workspace, QuickBooks, customer relationship management systems, and other organizational tools.
- Help team members monitor deadlines, deliverables, approvals, and action items, and prepare related trackers, reports, and project documentation.
- Document recurring processes, develop checklists and procedures, identify workflow improvements, and coordinate special projects assigned by the Director of Operations.
Events, Retreats, & Travel Coordination (10%)
- Coordinate IF meetings, staff retreats, workshops, conferences, partner gatherings, and other in-person or virtual events.
- Develop and manage event timelines, budgets, checklists, schedules, and logistical plans.
- Research and coordinate venues, lodging, catering, audiovisual services, transportation, accessibility needs, and other event vendors.
- Arrange travel for staff members, Trustees, contractors, speakers, and guests, including transportation, lodging, meals and itineraries.
- Coordinate attendee communications, registrations, rooming lists, dietary restrictions, meeting materials, technology, and other participant needs.
- Provide on-site or day-of support, process event-related invoices and reimbursements, reconcile expenses against approved budgets, and document recommendations for future events.
Qualifications
Required Experience & Skills
- Five or more years of experience in operations, administration, bookkeeping, event coordination, or a related role, preferably within a nonprofit or mission-driven organization.
- Demonstrated experience with accounts payable, credit card transactions, expense documentation, vendor records, and general bookkeeping.
- Experience using QuickBooks Online or comparable accounting software.
- Working knowledge of Forms W-9 and 1099 reporting requirements.
- Experience coordinating organizational events, retreats, meetings, and travel arrangements.
- Experience supporting insurance renewals, claims, certificates of insurance, or related compliance activities.
- Strong proficiency with Google Workspace, Zoom, Canva, Gusto or similar HR Platform.
- Ability to maintain accurate, organized, confidential, and audit-ready financial and operational records.
- Highly organized and attentive to detail, particularly when working with financial, insurance, and event information.
- Proactive and capable of managing multiple responsibilities, deadlines, and competing priorities.
Equal Opportunity Employer
The Interactivity Foundation is an equal opportunity employer and is committed to building a diverse and inclusive workplace. We welcome applicants of all backgrounds and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected status under applicable law.
