Beacon Place is a non-profit organization located in Waukegan, Illinois that empowers children and families through a community center and core programs that focus on nutrition, overall health, academic support, and life skills development.
This part time position will provide operations and facility management support to the Executive Director and program managers. He/she will handle the coordination and organization of financial processing (payables and receivables) as well as facilities management of the Beacon Place Community Center. This position will require skills necessary to both establish and support on-going processes. Working with volunteers will also be required.
Complete all necessary paperwork to support back office processing (including but not limited to collecting checks, recording checks, making deposits, paying bills, faxing bills, payroll, and other activities as needed to support the CTP financial processing center)
Ensure (weekly/monthly) financial reporting is provided to Treasurer and ED for financial review
Complete all donor thank you correspondence (for both financial and in-kind donations)
Inventory management and distribution of all in-kind donations received (including but not limited to scheduling drop-offs/pick-ups, organizing and counting donated items and creating a distribution schedule of all donated items
Manage inventory spreadsheets and provide information to CTP for timely general ledger accounting of the value of in-kind donations and distributions
Working with Development Manager, set up grant expense reports to track expenses associated with each grant
Perform daily entry of all donor information into Salesforce tracking system; develop reports on donors as requested
Manage and publish (to internal and external audiences) the Community Center and Annex weekly room assignments, schedules and events
Coordinate with program management staff for all room and facility use in both buildings; set up rooms as required by program
Work with Executive Director and Program Management staff to establish proper safety and emergency procedures for all programs in both buildings
Complete house supply inventory and ensure that any products needed to run the community center and annex are ordered and on-hand as needed
Ensure scheduling and completion of all necessary repair and maintenance items for the Beacon Place facility, appliances and on-site equipment are done in a timely fashion
Ensure facility is cleaned, maintained, and safe for all activities by scheduling and coordinating both internal and external clean-up days with involvement from community members and volunteers/staff
Ensure that all outside lawn, tree and snow removal companies are engaged and actively doing the work under contract
Manage daily security alarms by ensuring that someone is assigned to open, close/lock up, activate alarm and monitor to ensure compliance. May include select evenings and weekends as needed
Ensure house and holiday decorations and physical décor is tidy and up to date. Ensure monthly birthday bulletin boards and birthday bags are accurate, timely and ready for distribution.
Beacon Place is an organization which is primarily staffed by volunteers and is on the forefront of building their paid employee team. Our client services are based on the needs of the community and services may change based on the needs of our clients. Team members must be able to think critically and take action in the best interest of the organization and our clients. All team members are expected to work as a team to assist and help each other to accomplish not only their own goals, but also the goals of the entire organization.
Strong knowledge of on-line bill/expense processing systems; income and banking systems; and payroll processing systems required; previous back office processing experience is a plus
Strong knowledge of Microsoft Office required; especially database management and reporting
Possesses strong verbal and written skills; presentation experience is a plus
Strong critical thinking and interpersonal skills are required with the ability to work independently
Ability to multi-task and prioritize workload to meet organizational deadlines is required
Ability to work well in a team environment
Must be able to work flexible hours and/or days including occasional weekends
Will need to lift up to 25 pounds
High School education required; some college preferred
2-3 years previous experience with Quickbooks or other on-line bill/expense reporting system required.
2-3 years previous experience working with data bases (both entry and reporting skills) is required, with specific knowledge of database management using Salesforce desired
2 years in a non-profit environment preferred
Internal Number: BP OM 2018-1
About Beacon Place
C-Squared HR Consulting LLC is a full service human resource company specializing in providing support and talent strategies for non-profit organizations.
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