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Requirements and responsibilities
Epoch is looking for a Finance Specialist and Finance Manager to run our accounting and finance operations. You will work closely with our Head of Operations and Finance Operations Associate to manage finance operations, daily accounting and reporting, and financial oversight.About the roleYou'll inherit a finance system that has been recently rebuilt and documented end to end, with a growing layer of automation. Our team works in QuickBooks Online, and we use Mercury, Wise, and other tools. As we scale, we may also outgrow QuickBooks Online; evaluating and potentially leading a move to more sophisticated accounting software would be part of the Manager role.The difference between the two levels is ownership. A Specialist executes all or part of the work below with review and direction from the Business Operations Lead. A Manager owns it end to end, including the audit and external provider relationships. This role is fully remote, but we require at least 4 hours of overlap with PST working times. Applications are rolling.Key ResponsibilitiesManaging finance operationsReview payment requests and disburse payments such as honorariums, reimbursements to internals and externals, per diems, invoices, etc.Manage the vendor and contractor payment workflow, including payee onboarding and tax-form collection, and maintain the SOP library for finance proceduresManage Mercury and credit card operations, ensuring cardholders submit receipts, ensure compliance of expense policies, and that we properly code expenses according to policiesTrack and support various sub-budgets: team budgets, restricted grant budgets, tech stipends, and retreatsManaging daily accounting and reporting functionsKeep our books accurate and current in QuickBooks Online: enter cash disbursements and receipts; implement and update dimensions, groups, and reports; and run our recurring journal-entry and close cyclesOperate and improve our AI-assisted finance automationsCoordinate with external accountantsInvoice our clients, keep track of receivables, and issue annual financial forms, such as 1099s, 1042s, etc. Manage how Epoch's restricted and unrestricted fund balances are tracked, released, and reported to funders — restricted grants are a core part of our funding structure and this is central to the rolePrepare the allocations and schedules that feed our audited financial statements and Form 990Produce monthly financial reports and management accountsProviding financial oversightPrepare for and coordinate the annual audit: document compilation, schedules, and the day-to-day auditor relationship (owned at the Manager level)Own our financial SOPs and accounting policy, support internal controls and reconciliations, and build tools to forecast Epoch's financial standing Provide support with capital management strategies, with room to take on treasury and investment execution over timeManage relevant contractors and vendors, including external CPA firms (Manager level)Evaluate and potentially lead a future migration to more sophisticated accounting software (Manager level)What we're looking for2 or more years of experience in finance operations roles in a financially complicated non-profit, with multiple legal entities and restrictions on funds, or fast-paced environments such as high-growth start-upsUnderstanding of nonprofit and multi-entity accounting, including restricted funds and GAAP complianceKnowledgeable in bookkeeping / accounting, with hands-on QuickBooks experienceComfortable taking ownership and operating with high agencyComfort with AI tools and automation and enthusiasm for streamlining financial processesAdvanced knowledge and experience using Excel / Google SheetsHighly organized and attentive to detail, yet able to navigate ambiguity and uncertaintyInterest in and understanding of Epoch AI's missionNice to have: Experience supporting or preparing for a nonprofit audit and Form 990Additionally, for the Manager level3+ years of relevant experience, including owning recurring close cycles end to endExperience working directly with external auditors and managing accounting/bookkeeping providersNice to have: Experience implementing or migrating accounting platformsIf you don’t tick all these boxes but think you would be a great fit, please consider applying anyway!Compensation & BenefitsAnnual salary between $80,000 USD and $120,000 USD for Finance Specialist, $100,000 and $140,000 for Finance Manager, depending on location and experience. Salaries are not restricted to USD, and contracts and payments are usually in local currencies. Conversions are based on one-year average exchange rates.Fully remote environment, including flexible work hours.Competitive global benefits program, including a comprehensive health insurance program—including supplemental benefits specific to a local country, as available and mandated by local law—and life insurance and a pension plan, if applicable in your country.Generous paid time off (PTO), including no specific annual limit, with 30 days PTO per year protected, unlimited personal and sick leave, and 4 months paid parental leave for permanent staff with at least 12 months of tenure (prorated parental leave if less than 12 months). A flexible and generous expense policy for you to spend on equipment and a large range of productivity tools or learning/development opportunities, including unlimited spending on AI tools, subject to regulations and manager approval.Paid work trips, including 3 staff retreats per year and relevant conferences.Access to our very well-equipped offices in Berkeley, California, including paid meals, snacks, gym, and more. All staff, independently of where they are based, have access to the office for at least 20 days each year.Additional InformationWhile we welcome applicants from multiple countries, we prefer candidates who can overlap with UTC–8 (Pacific Time). We also prefer candidates who can travel: we hold three team retreats per year.Please submit all of your application materials in English and note that we require professional level English proficiency.Epoch is committed to building an inclusive, equitable, and supportive community for you to thrive and do your best work.About Epoch AIEpoch AI is a research institute that investigates trends in machine learning and the economic consequences of AI. Our mission is to develop a comprehensive, publicly accessible knowledge base on AI that informs policymakers, industry leaders, and society at large.We strive to achieve both rigor and accessibility to our work, as exemplified by some of our most successful projects, including our database of AI models and our AI trends dashboard. Our body of research includes our work on compute trends (IJCN 2022), data scarcity (ICML 2024), and algorithmic progress (NeurIPS 2024).
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