Hiring Announcement: Part-time Bookkeeper

About Prevention Institute: 

Prevention Institute (PI) is a national nonprofit dedicated to championing equitable health, safety, and wellbeing through upstream prevention and community-driven solutions. Since 1997, we have partnered with communities, local and state governments, public health agencies, advocates, and national organizations to advance our mission. Our work focuses on creating healthy communities, advancing systems of prevention and health equity, bridging health equity and racial justice, building power with community, addressing adverse community experiences and resilience, shaping land use and the built environment, promoting safety, mental health and wellbeing, and preventing substance misuse. We do this across four strategies: community-centered practice, practitioner knowledge and skill development, transforming policies and systems, and momentum building. We believe lasting change requires transforming the conditions that shape health. Our work prioritizes communities that are most impacted by structural inequities, and builds the evidence and practice needed to drive systemic change. 

About this position:

We are looking for a highly qualified individual to join our team as a part-time bookkeeper. This position will work closely with the Finance Director and Finance Manager in maintaining and running all financial processes at Prevention Institute. Qualified candidates will demonstrate expertise in accounts payable and accounts receivable, possess knowledge of basic accounting principles, and exhibit strong problem-solving skills and attention to detail. This position includes responsibility for processing payroll, accounts payable and receivable, recording transactions and maintaining a balanced general ledger, assisting with audit and tax filings, maintaining accurate financial records and bank reconciliation. 

We encourage applications from individuals with a strong grounding in financial management and a desire to contribute to a mission-oriented organization.  This position is based in our Oakland, CA office.

Bookkeeper Responsibilities:

Financial & Bookkeeping 

• Receive and process invoices and all other accounts payable and ensure all organizational obligations are disbursed accurately and efficiently
  • Review and process employee expense reports, verifying accuracy and compliance with company policies 
  • Track, prepare and process accounts receivable to ensure accurate invoicing and payments; follow up on overdue invoices and ensure timely payments
  • Code data and record journal entries in financial tracking system and maintain a balanced General Ledger
  • Prepare balance sheets and account reconciliations 
  • Monitor bank balance and initiate transfers as requested 
  • Perform regular reconciliations of bank statements to ensure accuracy and identify discrepancies
  • Produce ad hoc financial reports at the Finance Director’s request

Payroll and Compliance 

• In coordination with Human Resources, process semi-monthly payroll to ensure timely and accurate payments 
  • Track and report PTO accrual rates and balances  
  • Manage payroll tax deposits, filings, and reconciliations
  • Prepare year-end tax forms, including W-2s and 1099s
  • Complete state registrations for payroll taxes, unemployment insurance, and grant-funded projects 

Administration 

• Maintain accurate accounting, administrative, program and archival files and records, including grant, independent contractor and vendor files 
  • Assist in preparing for annual audits, including gathering documentation, responding to auditor inquiries, and implementing audit recommendations
  • On-board new employees into all financial systems
  • Respond to employee questions regarding expense reports and invoices
  • Keep Prevention Institute up-to-date on all tax filings and registrations
  • Maintain the finance calendar and provide necessary updates to team members
  • Other duties as needed or assigned 

Required Qualifications:

• A minimum of 2 years relevant experience; a relevant graduate program can be substituted for experience
  • Strong project coordination and organization skills
  • Proven attention to detail
  • Excellent communication skills
  • Strong skills with the MS Office suite, specifically Excel
  • Collaborative and team-oriented
  • Strong analysis, synthesis, and critical thinking skills 
  • A continuous learner; Desire to learn and grow; consistently seeking new opportunities and integrating feedback to improve work quality
  • Flexibility and adaptability; ability to work on multiple tasks with appropriate guidance and supervision
  • Previous experience with Concur, ADP and Intacct a plus

Prevention Institute has a strong commitment to building a staff that is rich with cultural, social, and experiential diversity. Candidates who want to join us on this journey and can contribute to that goal are encouraged to apply and to identify their strengths and experiences in this area.

Compensation and Benefits:

This is a part-time (20 hours/week) non-exempt position based in our Oakland office. PI is currently a hybrid workplace with staff working in-office two days per week.

The salary range for this position is $40,000-$45,500 annually, reflecting a part-time schedule and based on an annualized full-time salary of $80,000-$91,000. Salary is determined by a review of relevant experience and qualifications in relation to the range, as well as to others in comparable roles in balance with other positions in the organization.

Prevention Institute is committed to offering a competitive compensation package that centers our values and mission. To support equity and consistency in our compensation approach, PI extends our strongest salary offer upfront and does not typically negotiate starting salaries. 

PI offers a generous benefit package including:

• Medical Insurance: 50% of employee premium covered, or 40% of premium covered for family 
• Dental Insurance: up to $1,500 / year for employee with a plan available for family
• Paid Time Off: 1 week/year for new part-time non-exempt employees   
• Paid Holidays: 12 days, plus a collective weeklong closure at Thanksgiving and a second weeklong collective rest closure at year-end 
• Retirement: 3% guaranteed and independent of employee contribution, plus up to an additional 7% based on organizational capacity   
• Wellness Benefit: up to $50 monthly reimbursement for wellbeing and self-care expenses 
• Flexible Spending Accounts and Commuter Checks: set aside pre-tax dollars for health, dependent care, or commuting expenses 

Application and Hiring Process:

To apply, please email all required information to jobs [at] preventioninstitute.org (jobs[at]preventioninstitute[dot]org); please include “Bookkeeper” in the subject line of your email. The requirements for a complete application are: a cover letter and resume. Incomplete applications will not be reviewed.

Planned Start Date: January 4^th, 2027

Application Deadline: Applications will be considered as they are submitted. We will continue to review applications on a rolling basis until the position is filled.

Application Process: We anticipate that the hiring process will consist of an employment application and two interviews with a panel of Prevention Institute staff.