Finance & Operations Coordinator

Position

The Finance and Operations Coordinator provides day-to-day administrative, bookkeeping, and operational support to ensure the smooth and compliant functioning of One On One’s internal systems. Working closely with the Executive Director and external accountant, the Coordinator processes accounts payable and receivable, maintains financial and grant tracking records, supports payroll administration, prepares documentation for reporting and audits, and coordinates office operations and general administrative needs. The Coordinator focuses on accurate recordkeeping, timely processing, and strong customer service to staff, partners, and participants, helping the organization maintain efficient operations in support of its mission.

In order to be successful in this position, the ideal candidate must be passionate about the workforce development sector, self-motivated, willing to learn from others, and enthusiastic about using rigorous administrative skills to make an impact.

About One On One

Our mission is to affirm the dignity of individuals and families in underserved communities through meaningful employment. Our approach focuses on the individual by pairing job seekers with one on one personal coaches throughout their job search process. In addition to one-on-one coaching, participants complete soft skills training to learn how to de-escalate conflict, communicate clearly and effectively, and to make informed and consistent decisions. More information about our work can be found at www.oneononechicago.com

Responsibilities

Finance and Operations (70%)

• Support bookkeeping, invoicing, and compiling financial reports for review, and grant/contract tracking in coordination with the Executive Director
• Enter payroll data and timesheets to process payroll for program employees and permanent staff
• Support compliance with grant requirements by tracking expenses by funding source using established guidelines
• Prepare and enter monthly grant expenditure reports for review and approval by the Executive Director
• Maintain contractor agreements, W-9s, and organizational compliance files
• Support preparation of financial documentation for grant applications and audits
• Review expense documentation for completeness and follow established coding procedures
• Process accounts payable (print checks, process ACH payments to vendors, expense reimbursement to employees) on a weekly basis
• Process invoices by monitoring revenue tracking sheets prepared by program staff and sending invoices to grantors and customers
• Assist the Executive Director with budget preparation by gathering and organizing information
• Track supportive service disbursements and maintain related records
• Organize documentation for program specific and organizational
• Prepare monthly expense reports for external Accountant
• Provide general administrative and coordinate front desk coverage, answering main office phone and greeting visitors

Record Keeping 20%

• Facilitate Certificate of Insurance tracking, review COI to confirm it is correct, and follow up with various staff and vendors as necessary
• Enter budget figures & revisions for all funders and contracts
• Compile monthly reconciliation reports on all contracts for review by the Executive Director and external Accountant
• Track filing deadlines and maintain compliance calendars
• Enter all contract payments in Salesforce
• Compile support records for all expenditures required for contract compliance

Procurement 5%

• Complete procurement as needed in coordination with the Director of Programs and the Executive Director
• Support the planning for supplies, travel, and expenses in accordance with contracts
• Ensure procurement expenses are documented and included in monthly expense records. Support staff in following best practices for purchases, subscriptions, expense processing, etc.

Other 5%

• Other duties as assigned by the Executive Director.

Qualifications

• Bachelor’s degree in accounting, finance, or business, or related field, or equivalent experience preferred
• 2-4 years of relevant hands-on accounting, bookkeeping, or nonprofit operations experience
• Experience processing A/P, payroll inputs, and maintaining financial records
• Intermediate Microsoft Excel skills required
• Knowledge of and/or ability to quickly learn and utilize operational systems (e.g., MS Office suite, Google Suite, Salesforce, Quickbooks, etc.)
• Ability to effectively establish and maintain effective relationships with customers and gain their trust and respect
• Excellence in working and communicating with a wide range of people from diverse backgrounds internally and externally
• Ability to work in a fast-paced environment with high level of attention to detail
• Ability to be agile, changing priorities in response to shifts in the work.
• Strong customer service, communication (verbal & written) and interpersonal skills
• Excellent problem solving and organizational skills, meticulous attention to detail,
• Ability to manage multiple priorities and meet deadlines
• Demonstrated commitment to empowerment, justice, and the mission of One On One
• Spanish and/or French proficiency a plus

This is a hybrid role with 3 days per week in-office.

Compensation is competitive and commensurate with experience. One On One offers generous time off, including 11 paid holidays and and an annual Winter Break closuer, employer sponsored health care, dental care, and 401K with a 3% match, subject to a standard vesting schedule. This is an exempt position, occasional night and weekend hours may be required.