Director of Finance and Administration

Careers In Nonprofits•Chicago, IL

3d•Onsite

About The Position

This is a Full-Time, In-Person, Temporary-to-Permanent opportunity with an anticipated salary range of $75,000 - $100,000. The Director of Finance and Administration is responsible for financial and administrative matters at the organization. The Director of Finance and Administration will report to and work closely with the Managing Director (MD). In addition, the position partners with the Chief Development Officer (CDO), the Chief Operating Officer (COO), and the Board Treasurer.

Requirements

3+ years of experience as a senior accountant
Nonprofit experience required
Expereince with Donor reporting required
Excellent organization and communication skills
Proven track record of problem-solving, resourcefulness, and exceeding set goals

Nice To Haves

Familiarity with USAID accounting is a big bonus but not required
Familiarity with SAGE Intacct and Salesforce preferred
Experience in QuickBooks & Monday.com

Responsibilities

Manages effective and streamlined financial systems, including banking, budgeting, purchasing, bill payment, and expense reporting
Oversees an outside financial consultant who is responsible for: bank and account reconciliations, fiscal reporting, bill payment, and payroll
Performs monthly payroll processing
Reviews and approves preparation and finalization of monthly and annual financial reporting materials and metrics
In coordination with the Board Treasurer, monitors budgeted versus actual spend and reports on financial matters to the MD and the Board
Coordinates all audit and IRS Form 990 activities
Provides administrative assistance to the MD for the annual budget process
Responsible for maintaining and developing strong internal controls and month-end close procedures; serves as external representative for financial matters related to the organization
Oversees government grant program reporting, including budgeting, amendments, fiscal reporting, and tracking
Manages charitable solicitation registrations and state “good standing” certifications via an outside resource
Executes IDES reporting
Oversees the record management process to ensure meticulous documentation of the organization's financial and organizational activities
Drafts, updates, and ensures compliance with the organization's Policy and Procurement Manuals
Ensures the integrity of financial statements and adherence to regulatory requirements, accounting standards (e.g., GAAP, IFRS), and tax laws
Oversees tax, audit, treasury, and compliance functions, ensuring all financial practices are compliant with local, state, and federal regulations
In coordination with the Board Treasurer and Board Finance Committee, stewards funds in accordance with financial policies, including long-term restricted funding pools.
Assists the MD on the organization's Board functions, such as but not limited to: Board proposals, Board memos, and Board meeting preparation.
Ensures proper filing of all Board meeting minutes
Administers the payroll/HR platform for processing job postings, onboarding, payroll, benefits processing, etc. for employees
Onboards new employees, including but not limited to: required paperwork and training, selection of benefits, training of administrative processes, verification of employment eligibility, and successful completion of platform onboarding
Reports employee contributions to the State of Illinois IRA program
Tracks sick time and paid time off for all employees in accordance with the organization's policy
Confirms hours submitted by employees to process payroll, including reviewing overtime requests for eligibility and compliance
Reviews and approves employee reimbursement requests
Oversees facilities management including routine office supplies, building maintenance, and coordination of capital projects
As the managing authority for finance and human resources, the Chief Administrative Officer will also ensure understanding and compliance in these matters across the organization
Directly supervises the Administrative Officer and the Administration Department
Maintains an active and comprehensive understanding of the organization's programs, guiding principles, and short- and long-term organizational goals
Assists the Managing Director with special projects and initiatives as needed
Actively participates in staff meetings, professional development sessions, and technical training meetings
Supports donor relations and fundraising efforts as requested by the Managing Director and/or Chief Development Officer. Responsibilities may include attending donor events, including those held outside of regular working hours
Composes, distributes, and responds to a wide range of correspondence related to assigned responsibilities
Demonstrates strong verbal communication skills, including initiating conversations, actively listening, responding thoughtfully, and using a respectful and professional tone