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Description
JOB DESCRIPTION
JOB TITLE: Administrative Assistant – Part-time 15-25 hours per week
ORGANIZATION: Lake County United, DuPage United, Fox River Valley Initiative
REPORTS TO: IL Metro IAF Supervisor
Knowledge and Experience:
Background or degree in bookkeeping, finance or accounting. CPA a plus
Excellent planning, organizational, analytical, leadership and oral and written communication skills.
Ability to work with various constituents.
Working knowledge of Word, Excel, Photoshop, Adobe Acrobat Professional, Google Docs, and QuickBooks software.
Experience in a not-for-profit working environment
DUTIES
Principle Bookkeeping and Accounting
- General Accounting
- Prepare monthly consolidated financial statement
- Post monthly journal entries including cash receipts, payroll,
- Pay invoices
- Understand recordings of cash receipts, grants,
- Financial Statements
- Process monthly balance sheet, income statement, accounts receivable
- Prepare monthly consolidated financial statements in an Excel format
- Distribute financial statements to the executive committee
- Budget/Forecast
- Prepare annual budget and get approval from Steering Teams
- Enter annual budget into QuickBooks
- Print year-to-date budget reports in conjunction with preparation of the monthly financial statements
- Update forecast as required
- Banking
- Ensure that check signers are updated as necessary
- Maintain copies of relevant board resolutions
- Prepare bank reconciliation each month using QuickBooks
- Payroll (Already contract with payroll company to handle most of this)
- Ensure that payroll is processed each month
- Prepare and enter payroll journal entry
- Process salary increases as needed, usually annually
- Invoicing/Account Receivables (Membership)
- Send invoices to member institutions most yearly some bi-annual
- Prepare credit notes for write-offs for non payment
- Monitor receivables due from member institutions.
- Cash Collection (oversee person helping with this)
- Receive and deposit member institution checks throughout the year
- Post cash receipts to Accounts Receivable
- Post journal entry to reflect income upon receipt of cash
- Grants Support
- Monitor grants due from various charitable organizations
- Monitor grants due in conjunction with lead organizer
- Understand accounting implications of the different grants.
- Assist with some grant prep work.
- Insurance (Workers Compensation and Property)
- Ensure that the annual renewal is processed and paid timely
- Provide salary information for annual workman’s compensation audit.
- Keep records of policy certificates
- Audit (work with accounting company)
- Execute engagement letters
- Review audit report
- Distribute audit report to executive committee
- Tax Filings (work with accounting company)
- Coordinate with tax preparer to file extension for Form 990 and IL Form AG990IL
- Coordinate with tax preparer to file tax forms
- Ensure that Annual Reports to State of Illinois Secretary of State are filed
- Ensure that payroll provider files Form 941 on time.
- Attorney General Report filing yearly.
Additional Administrative Responsibilities
Organize and oversee volunteers to assist in all of the following:
Record and Maintain bylaws, certifications, and other legal documents for audits and for grant submissions
Maintain and Update Database
- Data Entry –update and maintain key individual and organizational contacts
- Maintain and update contacts on Steering Teams, Executive Board and Action Teams
- Enter sign ups and commitment cards information collected from assemblies and other large community meetings
Websites:
- Coordinate with webmasters to update and freshen information as needed
- Assist with logistics for various trainings and. events, including providing location, time, and registration information Events
Annual Fundraiser
- Assist with coordinating mailings, thank you letters, receipts, data base
Public Actions
- Assist with logistics and media
Meet regularly with lead organizer to stay apprised of organizational priorities
Develop mechanisms to communicate in writing and by phone with key volunteers about the above priorities and activities taking place in all action areas.
- Become the primary alternative point of contact in the agency to the lead organizers
- Provide timely notification of meetings and actions