Assistant Controller - McCallum Theatre

JOB DESCRIPTION | ASSISTANT CONTROLLER

REPORTS TO: Director - Finance

FLSA: Full-Time, Exempt

SALARY RANGE: $80,000 to $85,000

LOCATION: On-site 100%



JOB SUMMARY

The Assistant Controller plays a vital role in the financial operations of the McCallum Theatre, ensuring accurate, timely, and transparent accounting and recordkeeping in support of the Theatre’s mission. This position is responsible for maintaining the integrity of financial data, reconciling key accounts, preparing compliance filings, and supporting both routine and complex financial reporting needs. The Assistant Controller collaborates closely with the Director – Finance and finance team to ensure smooth day-to-day operations, participates in annual audit preparation, and serves as a backup for payroll and accounts payable functions.



ESSENTIAL RESPONSIBILITIES



Accounting & Financial Reporting

• Accurately enter, reconcile, and monitor daily box office and fundraising revenues.

• Prepare and enter bi-weekly payroll journal entries, ensuring correct allocation to departments and projects.

• Reconcile daily cash and credit card entries to bank activity and resolve discrepancies promptly.

• Prepare and post show close-out entries in coordination with programming and production.

• Maintain the Accounts Receivable database, ensuring timely invoicing, collections, and reconciliations.

• Perform monthly and annual balance sheet reconciliations, identifying and resolving variances.

• Prepare and submit quarterly sales tax returns and license fee filings, ensuring accuracy and compliance.

• Maintain the Fixed Assets database, including additions, disposals, depreciation schedules, and reporting.



Audit & Compliance

• Assist with annual financial audit preparation, including schedules, reconciliations, and supporting documentation.

• Ensure compliance with generally accepted accounting principles (GAAP) and applicable nonprofit regulations.

• Support internal control processes to safeguard financial resources and organizational assets.



Operational Support

• Provide backup support for payroll and accounts payable, ensuring continuity of operations.

• Assist with preparation of financial reports for management, Board Committees, and funders.

• Support implementation of new policies, procedures, and systems that improve financial accuracy and efficiency.

• Contribute to special projects and perform other duties as assigned by the Director -- Finance.



MINIMUM REQUIREMENTS

• Associate or Bachelor’s degree in Accounting, Finance, or related field required.

• Minimum 4–6 years of accounting experience; nonprofit and/or performing arts experience preferred.

• Proficiency in Blackbaud Financial Edge or comparable nonprofit accounting systems preferred.

• Strong skills in Microsoft Excel (pivot tables, lookups, financial modeling) and comfort with other data analysis tools.

• Demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.

• Excellent organizational, analytical, and problem-solving skills.

• Clear and professional written and verbal communication skills, with the ability to explain financial concepts to non-financial colleagues.

• Commitment to confidentiality, integrity, and professionalism in all financial matters.



PREFERRED QUALIFICATIONS

• Attention to Detail: Maintains accuracy and thoroughness in all financial reporting and reconciliations.

• Collaboration: Works effectively across departments and with colleagues at all levels, contributing to a team-oriented culture.

• Adaptability: Responds flexibly to shifting priorities and deadlines while maintaining composure under pressure.

• Communication: Explains financial information in clear, accessible ways to support decision-making.

• Integrity: Maintains confidentiality and acts with the highest level of professionalism and ethical standards.

• Mission-Driven Mindset: Demonstrates enthusiasm for the performing arts and a commitment to advancing the mission of the McCallum Theatre.



WORK ENVIRONMENT

This position operates within a professional, non-profit performing arts theatre and its surrounding exterior grounds. The work environment includes indoor spaces such as the theatre, lobby, backstage areas, and occasionally outdoor spaces like the facility grounds. The role requires flexibility to work during theatre events, including evenings, weekends, and holidays, as necessary.



PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.



N = Never | O = Occasionally (up to 1/3 of time) | F = Frequently (1/3–2/3 of time) | C = Constantly (2/3 or more)



Physical Demands

Sitting: C

Walking: O — Typical office walking on low pile carpet

Climbing/Balancing: O — Not often. Stairs to balcony/mezzanine levels

Stooping/Twisting: O — Office desk work

Kneeling: O — Possible to retrieve storage items

Squatting: N

Crawling: N

Push/Pull: O — Typical desk work

Reaching: C

Gripping: C

Keyboarding: C

Pinching: O

Neck rotation/extension: F

Foot use: O

Visual acuity: C



Lift/Carry

Up to 10 lbs: C

11-25 lbs: O

26-50 lbs: O

51-75 lbs: N

75-100 lbs: N

Over 100 lbs: N



Environmental Conditions

Uneven ground: Y

Excessive noise: Y

Extreme temperatures: Y

Working at heights: Y

Exposure to noise >90 dbe in 8 hrs/day: Y

Exposure to dust/fumes: N

Exposure to Biohazards: N

Exposure to hazards: N

Working w/ machinery: N — Interactive Exhibits



Physical Demands Definitions

Sitting: Remaining in a seated position.

Standing: Remaining on one’s feet in an upright position at workstation without moving about.

Walking: Moving about on one’s feet.

Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, etc.

Balancing: Maintaining body equilibrium to prevent falling.

Stooping: Bending downward and forward by bending spine at the waist.

Twisting: Lateral rotation of the trunk and spine.

Kneeling: Bending legs at knees to come to rest on knee(s).

Squatting: Bending body downward and forward at waist.

Crawling: Moving about on hands and knees or hands and feet.

Push/Pull: Exerting force to move an object away or toward.

Reaching: Extending arms in any direction.

Gripping: Seizing or grasping with hands.

Pinching: Working primarily with fingers.

Keyboarding: Repetitive finger motion to press keys.

Neck Rotation: Flexion, extension, or lateral rotation of head and neck.

Foot Use: Repetitive movement of foot and ankle.

Visual Acuity: Near and far clarity.

Lifting/Carrying: Raising or lowering, transporting items.

Noise: Exposure >90 dbe in 8 hours (OSHA standard).



WORK AUTHORIZATION/SECURITY CLEARANCE



Proof of eligibility to work in the United States



Criminal and Civil background check will be performed



An equal opportunity employer / Drug Free Workplace



AAP/EEO STATEMENT

McCallum Theatre provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.



ABOUT THE MCCALLUM THEATRE

Located in Palm Desert, California, the McCallum Theatre is a renowned non-profit performing arts theater dedicated to enriching the cultural life of the community through a diverse program of world-class entertainment, arts education, and community engagement. Our mission is to provide a world-class platform for artists while enhancing the cultural experience for our patrons and supporting our local community. To learn more visit www.McCallumTheatre.org

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Palm Desert, California

The City of Palm Desert was incorporated in 1973 and today numbers more than 50,000 year-round residents. It is centrally located in the heart of the Coachella Valley in southeastern Riverside County. Known as the educational, cultural and retail center of the desert communities, it is only 125 miles east of Los Angeles and 15 miles east of Palm Springs. The key industries are hospitality, tourism, service and retail.



A major center of growth in the Palm Springs area, Palm Desert is a popular retreat for "snowbirds" from colder climates (the Eastern and Northern United States, and Canada), who swell its population by an estimated 31,000 each winter. Recently Palm Desert has seen more residents become "full-timers", mainly from the coasts and urban centers of California, who have come for affordable but high-valued home prices.



TO APPLY

Please submit a resume and brief cover letter to hr@mccallum-theatre.org

with the subject line: Assistant Controller – [Your Name]
Salary: 85,000