Are you looking for a role where you can make a difference? Are you interested in helping deserving Chicago youth to advance their academic achievements, community contributions, and life success? If so, consider joining the Chicago Debates team.
Through the transformational activity of debate, Chicago Debates empowers Chicago youth to find their voice, succeed in college and career, and become community leaders. In partnership with Chicago Public Schools, Chicago Debates administers and supports debate programming in nearly 90 middle and high schools across the city. As the largest urban policy debate league in the country, we will support over 1700 CPS students in the 2019-2020 school year.
Chicago Debates seeks a Full-Time Finance & Administration Manager to provide organizational support to achieve our mission of advancing the educational achievement, community contributions, and life success of Chicago’s youth through the transformative power of academic debate.
As an integral member of the team, the Finance & Administration Manager is engaged in multiple aspects of our organization and will have the opportunity to support the impact on the lives of thousands of Chicago students. The Finance & Administration Manager will ensure the successful and efficient day-to-day operations of Chicago Debates. We seek a skilled, highly responsible and detail-oriented team member who can work both independently and collaboratively in a vision driven and growing organization. Responsibilities include but are not limited to the following:
Through the use of QuickBooks, perform accounting, clerical, and analytical tasks related to all matters of Accounts Payable and Accounts Receivable, such as invoices, pledges, grant awards, and reimbursements owed.
Interact with Chicago Public Schools on purchase orders and invoices.
Categorize and record all revenues, including checks, credit card payments, online donations, incoming bank transfers, and interest income.
Record, produce, present for management authorization as required, and mail all transactions for expected expenses, such as vendor billings, judge payments, coach incentive payments, governmental fees, and others.
Monitor, collect and record personnel payment information for mailing and 1099-MISC reporting.
Manage and process the bi-weekly payroll process and staff reimbursable expenses.
Assist CFO in bank reconciliations and in completing monthly and quarterly financial statements.
In conjunction with the Executive Director and the CFO, assist in the annual organizational budgeting and planning process.
In conjunction with the CFO, coordinate the annual audit process. Work closely with the auditor to ensure timely audit completion.
Assist the CFO in preparing governmental reporting and tax filings (e.g., forms 990 and AG990).
Work closely with the Development team in the administration of grants, including preparing budgets, monitoring spending, providing financial information for grant applications, reports, and/or audits.
Work with the Development Associate to reconcile donation entries between QuickBooks and Neon entries on monthly basis.
Maintain organized files of documents to support financial authorizations, auditing requirements, and backup needs.
Oversee process to properly and efficiently track staff PTO.
In conjunction with the Executive Director and CFO, ensure that all necessary business policies and accounting practices are updated and implemented.
Other financial duties as assigned.
Work closely with the HR Consultant(s)/Outsourced vendor to:
Manage the Employee Benefits program.
Lead the new hire process and organizational onboarding process:
Submitting background checks
Provide new hires with and ensure the completion of HR paperwork
Coordinate employee recognition activities.
Monitor relevant labor laws/regulations to ensure organizational compliance, including appropriate postings and employee notifications.
Coordinate annual insurance renewal/open enrollment process, worker’s compensation, etc.
Maintain HR Personnel files.
Close out files for exiting employees.
Maintain organizational calendar of events and lead annual calendaring process.
General duties such as welcoming visitors, answering phones, managing mail and packages, etc.
Maintain a clean and organized office environment.
Conduct weekly supply inventory and restock items as needed.
Interact with office of building for office-related troubleshooting; interact with computer and phone vendors for office-related troubleshooting.
Assist Executive Director in preparation for quarterly board meetings, including the creation of quarterly Board packets, etc.
Other assistance to the Executive Director and other duties as assigned.
Information Technology (IT)
Work with outsourced vendor to manage organization’s overall IT needs.
Bachelor’s degree in business, accounting, non-profit management or related preferred. Will consider extensive industry experience of at least 5 years in place of a Bachelor’s degree.
A minimum of 2-3 years of Fiscal Administration experience is required.
Minimum of 2-3 years of experience as an Administrative Assistant, Office Manager, or related role with responsibilities similar to this role is REQUIRED.
Advanced computer skills, including QuickBooks, Microsoft Office Suite, especially Excel and Word, Google Suite, etc. REQUIRED.
Excellent time management, organizational, writing, and communication skills.
Must be highly detail-oriented.
Strong analytical and problem solving skills. Solution focused.
Must be able to prioritize and independently manage projects from implementation through completion.
Must be able to multi-task and meet deadlines in a fast paced environment.
Experience in working in a non-profit setting is desirable.
Strong connection to the Chicago Debates mission.
Cheerful and welcoming demeanor.
Strong work ethic.
A self-starter, creative, and forward thinker.
Must have the utmost integrity and an ability to process, protect and exercise discretion in handling confidential information and materials.
Exercises good judgment with an ability to manage situations with tact and discretion.
Full-Time, Monday through Friday, 9:00am-5:00pm with an expected work week of 40-50 hours. Ability to work remotely one day a week. Must have some flexibility to work a slightly later schedule if needed to support special events.
Candidates, please provide your salary requirement. Final compensation to be determined based on experience and skills.
The position will begin as soon as August 2019, pending candidate’s availability. Qualified candidates must be available for:
A Round 1 group interview on July 18, 2019.
Candidates who advance to a Round 2 interview should be available on July 25, 2019.
Candidates who advance to a Round 3 interview should be available on August 1, 2019.
Submit a cover letter, resume, and your salary requirement to Operations@ChicagoDebates.org. Resumes without cover letters highlighting salary requirements will not be considered. Chicago Debates is an equal opportunity employer.
Additional Salary Information: Candidates, please provide your salary requirement. Final compensation to be determined based on experience and skills. Full-time employees are eligible for health insurance, PTO, Sick Days, and Holidays. Chicago Debates is seeking a commitment of at least two years.
Internal Number: 3123003445
About Chicago Debates
Through the transformational activity of debate, Chicago Debates empowers Chicago youth to find their voice, succeed in college and career, and become community leaders. In partnership with Chicago Public Schools, Chicago Debates administers and supports debate programming in nearly 90 middle and high schools across the city. As the largest urban policy debate league in the country, we will support approximately 1600 CPS students in the 2018-2019 school year. www.chicagodebates.org