Administrative and Accounting Manager

Our client, a 91-year-old organization with the innovation and energy of a startup, is seeking an experienced Administrative and Accounting Manager. Their passionate team, including board members, staff, and volunteers, is committed to building trust and understanding at the intersection of agriculture and society. This role provides critical support across administrative and financial functions, ensuring the smooth operation of the organization.

Considerations:

• Full-time role with reporting relationship to the CEO
• Primarily a virtual role and requires much independence
• Travel to Libertyville, IL innovation campus ~2x monthly

Benefits:

• $70,000-80,000 Salary Range based on experience
• Comprehensive partially-funded insurance program
• 401k retirement plan
• Generous PTO plan and other benefits

Key Responsibilities:
Financial/Accounting Support (45%):

• Manage daily accounting tasks using QuickBooks, including accounts receivable, accounts payable, and cash disbursements.
• Prepare and submit financial reports and reimbursement requests for government grants.
• Ensure timely filing of state charitable giving registration renewals with external vendors.

Payroll Processing (5%):

• Coordinate with outsourced payroll service to ensure accurate processing of salaries, benefits, and paid time off.
• Review tax filings, including W-2 forms and 1096/1099 forms for independent contractors.
• Ensure accurate and timely entry of payroll journal entries into the accounting system.

Administrative and Data Support to Senior Director of External Relations (25%):

• Process donor data in CRM, track gifts, and ensure accuracy in records.
• Assist in grant budget preparation and donor communications.
• Work with controller function for best practices in processing inbound funds.
• Collaborate with the development team to update fundraising activities and reconcile donor data between CRM and the general ledger.

Administrative and Data Support to VP of Programs (25%):

• Support tools and systems for programs and projects.
• Track program metrics, maintain event calendars, and manage team schedules.
• Track and allocate staff time to programs and projects monthly.

Skills and Attributes:

• Minimum 3 or more years of experience with non profits/501c3 bookkeeping/accounting.
• Strong team player, adaptable in a small, dynamic organization.
• Excellent communication and organizational skills, with attention to detail.
• Proficient in QuickBooks and CRM systems.
• Ability to handle sensitive information with discretion.
• Quick learner and responsiveness is a must.