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SFWA Job Opportunities

SFWA Job Opportunity – Controller

The Science Fiction and Fantasy Writers Association (SFWA, Inc.) is hiring a part-time Controller.

Founded in 1965 and now a 501(c)3 non-profit since 2013, SFWA’s ongoing mission is to support science fiction, fantasy, and related genre creators around the world.

Compensation: $ 45/hour

Status: Part-time, 40-50 hours per month

Location: US Based – Remote

SFWA is currently looking for a candidate to manage the financial operations in support of the SFWA Chief Financial Officer. As SFWA Controller, you will manage the day-to-day financial accuracy of the organization’s records, report results to the CFO and address questions from stakeholders, manage state charitable registration needs, work with the Executive Director on the annual budget, work with key stakeholders on the yearly SFWA independent audit, and support the CFO in developing robust financial policies and internal controls. 

Ongoing Responsibilities

  • Support the CFO by researching and answering questions, preparing numbers for business meetings, advising on cash flow in the bank accounts, supporting the annual financials drafting and any workpapers for tax return preparation.
  • Maintain registrations in states, either charitable or as a domestic or foreign corporation.
  • Process approved accounts payable invoices for payment.
  • Process or oversee processing of deposits in QBO (QuickBooks Online).
  • Maintain records of bank statements and approved invoices and emailed approvals in a centralized filing system and as attachments to QBO transactions.
  • Make month-end adjustments for non-cash transactions.
  • Record and maintain restricted and benevolent fund records in Excel and QBO.
  • Record and maintain investment balances, including unrealized gains or losses.
  • Record and maintain restricted fund balances.
  • Reconcile, or oversee reconciliation of cash accounts, and review QBO monthly activity for appropriate classification and completeness.
  • Prepare year-end adjusting journal entries on an accrual basis.
  • Support the annual independent audit with workpapers and support documents.
  • Assist the Executive Director to draft the annual budget by providing budget v actual reports, assisting to draft the Google Sheet for the next year’s budget, providing an analysis of income available for the next year’s budget based on the reserves and prior year income.
  • Support CFO’s work with benevolent funds by calculating any annual grant pools available, performing due diligence searches on applicants for grants, reviewing applications, preparing information for the committees making grant decisions, filing correspondence and grant use reports, answering emailed questions from applicants.
  • Maintaining or overseeing the maintenance of the chart of accounts, vendor lists, W-9 databases as needed.
  • Oversee or prepare annual 1099-NEC and 1099-MISC forms and ensure timely distribution and filing with the IRS.
  • Advise on requirements and review business expense reimbursement requests, prepare gross-up calculations for W-2 employees
  • Assist with state payroll registrations and any required reporting.

Requirements

  • College degree as an accounting major (CPA license desirable, but not required).
  • Not-for-profit training and experience, including familiarity with IRS rules and regulations and not-for-profit audited financial statement requirements.
  • Experience with 501(c)(3) entities specifically is highly desired.
  • Experience or training in multi-state charitable registration requirements.
  • Extensive experience with QuickBooks Online.
  • Expertise in other business software such as Excel, Word, Google Sheets and Docs, Airtable, Trello (tickler system), time-tracking software.
  • Excellent attention to detail and ability to self-review for accuracy.
  • Successful track record of financial reporting and compliance in former positions.
  • Familiarity with IRS rules for business expense reimbursements.
  • Familiarity with IRS form 990 and 990-T.

Deadline for applications

This job opportunity will be closing on September 30th, 2024. 

How to Apply
We strongly encourage applications from people within traditionally underrepresented and marginalized communities.

Email a cover letter and resume (Word or PDF) to jobs@sfwa.org. Please include ‘Controller’ in the subject line.

Please note all job applications will be reviewed by members of staff and the board at SFWA. No AI will be used in assessment of applicants. Additionally, the selected candidate will be required not to engage generative AI in the performance of their duties.

 

SFWA Job Opportunity – Bookkeeper

The Science Fiction and Fantasy Writers Association (SFWA, Inc.) is hiring a part-time Bookkeeper.

Founded in 1965 and now a 501(c)3 non-profit since 2013, SFWA’s ongoing mission is to support science fiction, fantasy, and related genre creators around the world.

Compensation: $20/hour

Status: Part-time, 40 hours per month

Location: US Based – Remote

SFWA is currently looking for a candidate to maintain SFWA’s financial records under the Controller position. As SFWA Bookkeeper, you will maintain the day-to-day financial accuracy of the organization’s records, prepare reports for the Controller and CFO, maintain both records attached to a transaction and also centralized records of financial transactions for SFWA. This position will also maintain records of royalty payments received that are owed to authors and assist in processing those payments twice a year. The Bookkeeper will work with the Controller on month end and yearly closes and prepare workpapers for the independent auditor and the 990 tax return preparer.

Ongoing Responsibilities

  • The bookkeeper’s primary duties are to input or match financial transaction data into QuickBooks Online. The bookkeeper closes the books each month under the Controllers supervision, reconciles cash accounts and runs a list of monthly reports and puts .pdf or .xlsx copies into a central filing system. At year-end, the Bookkeeper processes the year-end adjusting entries prepared by the Controller.
  • On a regular basis during each month, the bookkeeper correctly categorizes receipts and expenditures from QBO’s automated transactions from the SFWA chart of accounts, lists of vendors, lists of jobs and classes.
  • The bookkeeper attaches invoice copies and approval emails to the transactions in QBO and also places them in a central filing system.
  • The bookkeeper processes adjusting or additional entries provided by the Controller.
  • In addition, the bookkeeper reviews the month’s entries at the end of the month for any missing classifications or misplaced classifications.
  • Cash accounts, such as PayPal and the checking account are reconciled to their statements once a month.
  • The Bookkeeper adjusts certain automated deposits from net of fees to gross amounts, as required by the Controller.
  • At year-end, the bookkeeper assists in processing adjusting entries, reviewing and reconciling the year’s activity and preparing draft financial statements for a not-for-profit entity.
  • The bookkeeper maintains the spreadsheet of donations and grants from monthly grant and donation activity and assists the Controller with restricted and unrestricted balance records.
  • The bookkeeper prepares or extracts workpapers for the financial audit as directed by the Controller.
  • The bookkeeper assists to maintain the record of royalties owed to authors for monies received by SFWA and assists in processing the twice-yearly payments, as directed by the Controller.
  • The bookkeeper is responsible for protecting the integrity of SFWA’s financial data by maintaining virus software and appropriate firewalls and ensuring all operating and protection software is up to date.
  • Assists the Controller and CFO to maintain state charitable registrations by preparing required filings for the Controller/CFO’s review.

Requirements

  • High school diploma or GED, college-level courses a plus!
  • Extensive bookkeeping experience (list of clients or employers, years of experience).
  • Extensive knowledge of QuickBooks Online.
  • Understanding of double-entry bookkeeping and accrual accounting, from coursework and experience.
  • Good communication skills, especially in writing.
  • Not-for-profit training and experience; experience with 501(c)(3) entities is highly desired.
  • Knowledge of business software, Excel, Word, Google sheets and docs, familiarity with Airtable and Trello strongly desired.

Deadline for applications

This job opportunity will be closing on September 30th, 2024.

How to Apply

We strongly encourage applications from people within traditionally underrepresented and marginalized communities.

Email a cover letter and resume (Word or PDF) to jobs@sfwa.org. Please include ‘Bookkeeper’ in the subject line.

Please note all job applications will be reviewed by members of staff and the board at SFWA. No AI will be used in assessment of applicants. Additionally, the selected candidate will be required not to engage generative AI in the performance of their duties.