Now Hiring: Office Manager

Office Manager

Are you looking for a role where you can make a difference?  Are you interested in helping deserving Chicago youth to advance their academic achievements, community contributions, and life success?  If so, consider joining the Chicago Debates team.

Through the transformational activity of debate, Chicago Debates empowers Chicago youth to find their voice, succeed in college and career, and become community leaders.  In partnership with Chicago Public Schools, Chicago Debates administers and supports debate programming in nearly 90 middle and high schools across the city.  As the largest urban policy debate league in the country, we will support approximately 1600 CPS students in the 2018-2019 school year. 

Position Overview

Chicago Debates seeks a Part-Time (30 hours a week) Office Manager to provide organizational support to achieve our mission of advancing the educational achievement, community contributions, and life success of Chicago’s youth through the transformative power of academic debate.

As an integral member of the team, the Office Manager is engaged in multiple aspects of our organization and will have the opportunity to support the impact on the lives of thousands of Chicago students.  The Office Manager will ensure the successful and efficient day-to-day operations of Chicago Debates.  We seek a skilled, highly responsible and detail-oriented team member who can work both independently and collaboratively in a vision driven and growing organization.  Responsibilities include but are not limited to the following:

Administrative/Office Management

  • Maintain organizational calendar of events and lead annual calendaring process.
  • Assist in the management of the Executive Director’s calendar/schedule.
  • General duties such as welcoming visitors, answering phones, managing mail and packages, etc.
  • Maintain a clean and organized office environment.
  • Conduct weekly supply inventory and restock items as needed.
  • Fulfill staff supply requests.
  • Maintain office equipment (copiers, printers, phones, etc.).
  • Assist in facilities reservations for events.
  • Interact with office of building for office-related troubleshooting; interact with computer and phone vendors for office-related troubleshooting.
  • Assist Executive Director in preparation for quarterly board meetings, including the creation of quarterly Board packets, etc.
  • Other assistance to the Executive Director and other duties as assigned.

Financial Administration

  • Through the use of QuickBooks, perform accounting, clerical, and analytical tasks related to all matters of Accounts Payable and Accounts Receivable, such as invoices, pledges, grant awards, and reimbursements owed.
    • Interact with Chicago Public Schools on purchase orders and invoices.
    • Categorize and record all revenues, including checks, credit card payments, online donations, incoming bank transfers, and interest income.
    • Record, produce, present for management authorization as required, and mail all transactions for expected expenses, such as vendor billings, judge payments, coach incentive payments, governmental fees, and others.
    • Monitor, collect and record personnel payment information for mailing and 1099-MISC reporting.
  • Manage and process the bi-weekly payroll process and staff reimbursable expenses.
  • Assist CFO in bank reconciliations and in completing monthly and quarterly financial statements.
  • In conjunction with the Executive Director and the CFO, assist in the annual organizational budgeting and planning process.
  • In conjunction with the CFO, coordinate the annual audit process. Work closely with the auditor to ensure timely audit completion.
  • Assist the CFO in preparing governmental reporting and tax filings (e.g., forms 990 and AG990).
  • Work closely with the Development team in the administration of grants, including preparing budgets, monitoring spending, providing financial information for grant applications, reports, and/or audits.
  • Work with the Development Associate to reconcile donation entries between QuickBooks and Neon entries on monthly basis.
  • Maintain organized files of documents to support financial authorizations, auditing requirements, and backup needs.
  • Oversee process to properly and efficiently track staff PTO.
  • In conjunction with the Executive Director and CFO, ensure that all necessary business policies and accounting practices are updated and implemented.
  • Other financial duties as assigned.

Operations/Human Resources

Work closely with the HR Consultant(s)/Outsourced vendor to:

  • Manage the Employee Benefits program.
  • Lead the new hire process and organizational onboarding process:
    • Submitting background checks
    • Provide new hires with and ensure the completion of HR paperwork
  • Coordinate employee recognition activities.
  • Monitor relevant labor laws/regulations to ensure organizational compliance, including appropriate postings and employee notifications.
  • Coordinate annual insurance renewal/open enrollment process, worker’s compensation, etc.
  • Maintain HR Personnel files.
  • Close out files for exiting employees.

Information Technology (IT)

  • Work with outsourced vendor to manage organization’s overall IT needs.

Qualifications

  • Bachelor’s degree in business, accounting, non-profit management or related preferred. Will consider extensive industry experience of at least 5 years in place of a Bachelor’s degree.
  • A minimum of 2-3 years of Fiscal Administration experience is required.
  • Minimum of 2-3 years of experience as an Administrative Assistant, Office Manager, or related role with responsibilities similar to this role is REQUIRED.
  • Advanced computer skills, including QuickBooks, Microsoft Office Suite, especially Excel and Word, Google Suite, etc. REQUIRED.
  • Excellent time management, organizational, writing, and communication skills.
  • Must be highly detail-oriented.
  • Strong analytical and problem solving skills. Solution focused.
  • Must be able to prioritize and independently manage projects from implementation through completion.
  • Must be able to multi-task and meet deadlines in a fast paced environment.
  • Experience in working in a non-profit setting is desirable.

Characteristics

  • Strong connection to the Chicago Debates mission.
  • Cheerful and welcoming demeanor.
  • Strong work ethic.
  • A self-starter, creative, and forward thinker.
  • Must have the utmost integrity and an ability to process, protect and exercise discretion in handling confidential information and materials.
  • Exercises good judgment with an ability to manage situations with tact and discretion.

Work Schedule

Monday through Friday, 9:00am-4:00pm (accounts for one-hour unpaid lunch).  Must have some flexibility to work a slightly later schedule if needed to support special events, tournament support, etc.  Ability to work remotely one day a week.

Compensation

$20-$25/hour.  Final compensation to be determined based on experience and skills.  Chicago Debates is a growing organization and seeks to transition this role to a full-time salaried position in 2020.

To Apply

Submit a cover letter, resume, and compensation requirements to Operations@ChicagoDebates.org.

Chicago Debates is an equal opportunity employer.

NOTES:
Additional Salary Information: Final compensation to be determined based on experience and skills. Chicago Debates is a growing organization and seeks to transition this role to a full-time salaried position in 2020.