The Lawyers Trust Fund of Illinois is hiring an Office Administrator. The Office Administrator handles a wide variety of functions related to financial operations, information management, office infrastructure, human resources, and general office administration. The Office Administrator’s role is to ensure that day-to-day operations run smoothly.
Financial Management: Open, review, and organize all bills and invoices; submit bills to Executive Director for approval; pay bills as directed; deposit checks; monitor funds in administrative account and request transfers, as needed; assist Executive Director in formulating annual administrative budget; track and record income in appropriate databases; collect W9s from all contractors and consultants.
Accounting & Audit: Serve as primary liaison to outside accountant in preparation of monthly/quarterly financial statements; reconcile administrative account in QuickBooks on a monthly basis; track expenditures for special initiatives; work with outside accountant to generate 1099s at end of each calendar year; provide information and records to auditors as needed to complete preparation of audited financial statements and IRS Form 990.
Human Resources Support: Administer payroll account; administer and coordinate employee benefits, including insurance coverage and supplemental employee benefits; serve as principal liaison to benefit providers; ensure that new hires and contractors complete all necessary forms; assist in maintaining personnel records.
Grants Administration: Serve as a user of LTF’s Foundant grant management system; work with Associate Director/General Counsel to manage the logistics of the grant-making process; create and update grant payment schedules for all grant cycles; update grantee payment information as needed; assist with data collection and processing LTF grants database; send payment confirmation letters to grantees.
Information Management: Maintain orderly and up-to-date paper and electronic files for all aspects of LTF operations; maintain and update LTF’s corporate records; update LTF web site in consultation with Associate Director/General Counsel; dispose of unneeded paper files in accordance with LTF record-retention policies.
Office Systems & Equipment: Supervise and troubleshoot problems with office systems, services, and equipment, including telephones, internet, and photocopier. Research options for replacement, when needed, and serve as principal contact for vendors and service providers.
General Administrative Support: Track and order office supplies; maintain postage and handle large-scale mailings; complete large-scale printing/copying projects; handle logistics for meetings; other administrative and general office tasks; assist other staff with administrative tasks, as needed.
A highly organized person with at least five years of professional experience in an administrative position with similar duties.
Proficiency in Microsoft Office applications, including Word and Excel;
Proficiency in QuickBooks;
Proficiency in Adobe software;
Ability to independently manage and prioritize multiple projects and to meet deadlines;
Flexibility and willingness to assist other staff in completing a wide variety of tasks.
Experience using Microsoft 365;
Familiarity with WordPress or other web design software;
Familiarity with Google Suites.
Additional Salary Information: The Office Administrator’s role is a full-time position, with a salary range of $48,000 - $56,000, depending on experience. The Office Administrator position offers excellent benefits, including health insurance (medical, dental, vision), vacation time, paid time off, and an annual employer contribution to an employer-sponsored 401K retirement account.
About Lawyers Trust Fund of Illinois
The Lawyers Trust Fund of Illinois is a charitable foundation that provides financial support to not-for-profit legal aid organizations based in Illinois. Legal aid is a vital social service that makes justice accessible for people who cannot afford to hire an attorney. The Lawyers Trust Fund is based in downtown Chicago and has a full-time staff of six.