Chief Administrative Officer

Financial Responsibilities:

• Manages effective and streamlined financial systems, including banking, budgeting, purchasing, bill payment, and expense reporting.
• Oversees an outside financial consultant who is responsible for: bank and account reconciliations, fiscal reporting, bill payment, and payroll.
• Performs monthly payroll processing.
• Reviews and approves preparation and finalization of monthly and annual financial reporting materials and metrics.
• In coordination with the Board Treasurer, monitors budgeted versus actual spend and reports on financial matters to the MD and the Board.
• Coordinates all audit and IRS form 990 activities.
• Provides administrative assistance to the MD for the annual budget process.
• Responsible for maintaining and developing strong internal controls and month end close procedures; serve as external representative for financial matters related to the organization.

• Oversees government grant program reporting, including budgeting, amendments, fiscal reporting, and tracking.
• Manages charitable solicitation registrations and state “good standing” certifications via an outside resource.
• Executes IDES reporting.
• Oversees the record management process to ensure meticulous documentation of FORA’s financial and organizational activities.
• Drafts, updates, and ensures compliance with FORA’s Policy and Procurement Manuals.
• Ensures the integrity of financial statements and adherence to regulatory requirements, accounting standards (e.g., GAAP, IFRS), and tax laws.
• Oversees tax, audit, treasury, and compliance functions, ensuring all financial practices are compliant with local, state, and federal regulations.
• In coordination with the Board Treasurer and Board Finance Committee, stewards funds in accordance with financial policies, including long-term restricted funding pools.

• Assists the MD on FORA Board functions, such as but not limited to:
  Board proposals, Board memos, and Board meeting preparation. Ensures proper filing of all Board meeting minutes.
• Administers the payroll/HR platform for processing job postings, onboarding, payroll, benefits processing, etc. for employees.
• Onboards new employees, including but not limited to: required paperwork and training, selection of benefits, training of administrative processes, verification of employment eligibility, and successful completion of platform onboarding.
• Reports employee contributions to the State of Illinois IRA program.
• Tracks sick time and paid time off for all employees in accordance with FORA policy.
• Confirms hours submitted by employees to process payroll, including reviewing overtime requests for eligibility and compliance.
• Reviews and approves employee reimbursement requests.
• Oversees facilities management including routine office supply, building maintenance, and coordination of capital projects.
• As the managing authority for finance and human resources the Chief Administrative Officer will also ensure understanding and compliance in these matters across the organization.

• Directly supervises the Administrative Officer and the Administration Department.

• Maintains an active and comprehensive understanding of FORA’s programs, guiding principles, and short- and long-term organizational goals.
• Assists the Managing Director with special projects and initiatives as needed.
• Actively participates in staff meetings, professional development sessions, and technical training meetings.
• Supports donor relations and fundraising efforts as requested by the Managing Director and/or Chief Administrative Officer. Responsibilities may include attending donor events, including those held outside of regular working hours.

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