The Illinois Public Health Institute (IPHI) is seeking an experienced, resourceful, and team-oriented finance manager to support the CEO and program staff in carrying out financial duties and benefits administration. The finance manager is responsible for developing, maintaining, and implementing bookkeeping and accounting policies and procedures. Key areas of responsibility are AR/AP, payroll processing, grant and contract administration, expense allocations to appropriate categories, financial reporting and monitoring, benefit administration, audit preparation, and support for budgeting, analysis and controls.
The position is full time, 30 to 37.5 hours per week, depending on the selected candidate’s preference. The finance manager reports to the CEO.
About the Illinois Public Health Institute
The Illinois Public Health Institute (IPHI) mobilizes stakeholders, catalyzes partnerships, and leads action to promote prevention and improve public health systems in order to maximize health, health equity and quality of life for the people of Illinois. IPHI leads initiatives through the Center for Community Capacity Development, the Center for Health Information Technology, and the Center for Policy and Partnership Initiatives. Current projects in the Centers include: leading the national Data Across Sectors For Health (DASH) strategy to build communities’ ability to share data across sectors for community health; catalyzing, supporting and providing training and technical assistance to multi-sector community collaborative health improvement and health transformation initiatives, including serving as the backbone organization for the multi-hospital, multi-stakeholder Alliance for Health Equity; and conducting policy advocacy and systems initiatives to address obesity, nutrition, physical activity and chronic disease, including convening the Illinois Alliance to Prevent Obesity. IPHI has an approximately $3 million annual budget, fourteen staff members, and works with numerous partners, contractors, consultants, and foundations both programmatically and financially. Visit www.iphionline.org for more information about IPHI.
Accurately code and enter payables into QuickBooks in a timely manner, maintain supporting documentation, produce and ensure checks are mailed.
Monitor and code ACH withdrawals and monthly recurring payables in QuickBooks.
Enter grant, contract, and donor receivables into QuickBooks
Create and send invoices, track payments and follow up with payers to ensure timely receipt of payments.
Conduct monthly bank (checking, savings), credit card and PayPal reconciliations
Process bi-monthly payroll with payroll firm in a timely fashion and payroll-related transactions, such as retirement benefit contributions (employee and employer contributions)
Accurately implement monthly payroll and benefits reconciliations including entering payroll, taxes and benefit allocations to appropriate cost centers and reconciling totals with P&L and and working with outside accountant to review and check for accuracy.
Enter salary and fringe allocations, based on the monthly reconciliations; into QuickBooks.
Allocate direct costs and expenses to appropriate cost centers monthly
Allocate indirect costs to program cost centers for foundation, non-profit, government grants and fee-for-service contracts quarterly with assistance of outside accounting firm
Allocate shared costs (rent, supplies, etc.) to program cost centers based on labor allocations monthly
Grant and contract management
Assist with preparing budgets for proposals
Document and maintain records of and monitor reporting dates and requirements and other contract terms and restrictions, work with program staff and management to meet reporting requirements
Track YTD revenue and expenditures and work with program staff and management to ensure expenditures are spent within the required timeframe
Produce grant vouchers for reimbursement in the form(s) required by funders, including information such as YTD expenditures, reconciliation of advances, etc.
Annually work with management to review benefits, develop a schedule of benefits and support annual open enrollment in benefits
Inform and assist new hires to enroll in benefits, understand salary procedures, fill out tax forms, I-9/employment eligibility processes, and provide new employees with personnel policies
Occasionally troubleshoot problems for employees with benefits administrators/providers
Reporting and monitoring
Prepare monthly and quarterly financial reports for management and board review, including: balance sheet, statement of income and expense by cost center and consolidated, statement of cash flows, and fixed cost to revenue, budget to actual reports and analysis of variances, and analysis of deferred and temporarily restricted revenues
Monitor A/R and A/P trends, aging reports, and bank savings and checking balances.
Report on historical revenue trends compared to current activities
Support management and program staff with program and grant specific financial reporting, analysis, and projections for funder reporting, budget development, and ensuring effective use of all resources
Work with outside accounting firm to prepare for the audit, including fixed asset/depreciation schedule, vacation accruals, payroll tax reconciliation, and development of worksheets with information needed by auditor and provide auditor with records as requested for testing
Analysis, budgeting and controls
Understand organizational budget and identify potential issues or challenges throughout the year
Assist management and program staff with development of annual budget by providing information on fixed costs, salaries, benefits, and revenue projections.
Analyze financial performance to support longer-term forecasting
Maintain, develop and improve policies, procedures, and controls to ensure accuracy, prevent fraud, and maintain records.
Other duties as assigned
Bachelors’ degree minimum, preferably in accounting or related field with five to seven years professional experience including at least three years of financial management experience. IPHI values multiple pathways towards attaining professional experience and education.
Knowledge and experience with QuickBooks (QuickBooks online experience is a plus) and Excel.
Knowledge and experience of non-profit finance and accounting practices, including grants management and financial reporting,
Experience of substantial responsibility for the quality and content of financial data and reporting.
Knowledge and experience with benefits and benefit administration
Ability to translate financial concepts to – and to effectively collaborate with -- programmatic and fundraising colleagues who do not necessarily have finance backgrounds
A successful track record in setting priorities; keen analytic, organization and problem-solving skills to support sound decision making
Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders
A multitasker with the ability to wear many hats in a fast-paced environment
Personal qualities of integrity, credibility, and customer service are important. IPHI has a collegial, team?oriented culture where a sense of humor and a passion for work is highly valued.
Location: The position is located in Chicago at the IPHI office in the west Loop.
Starting Date: May 15, 2018 or as soon thereafter as possible
Application Instructions: To apply, please submit a resume and cover letter. Applications will be accepted through Friday, May 11, 2018 but applicants will be considered on a rolling basis and interested candidates are encouraged to apply early. The cover letter should compare your qualifications and experiences to the duties and responsibilities and qualifications for the position. Please submit application materials electronically to firstname.lastname@example.org
No phone calls, please.
Must be able to sit at and operate a computer and other office equipment for a majority of the workday.
Must be able to move about the office to access and use files and supplies.
The position requires frequent communication with internal and external customers. Attention to detail in these communications is a key aspect of the job.
Additional Salary Information: Compensation: $60,000-$70,000 depending on experience and qualifications. Competitive benefits including health, dental, disability and life insurance, sick and vacation time, and a retirement plan with employer matching contributions.
About Illinois Public Health Institute
The Illinois Public Health Institute (IPHI) mobilizes stakeholders, catalyzes partnerships, and leads action to promote prevention and improve public health systems in order to maximize health, health equity and quality of life for the people of Illinois.