Administrative Operations Associate Jobs in Illinois

Brightpoint invites you to join our team of mission-driven staff who share a common vision: an equitable world where all children and families thrive in strong communities. As a leader in the human services sector for 140 years, we aim to advance the well-being of children by investing in families and strengthening communities through data-informed, collaborative, and preventative solutions. 

The Finance Department at Brightpoint’s Corporate Home Office is looking for a driven, detail-oriented and creative Finance Operations Associate to design and implement process improvements, support department projects, and liaise across teams and departments to perform essential administrative duties. The Finance Operations Associate will drive projects that benefit the greater financial health of the organization, including implementing a new credit card and expense management platform, and drafting policies to ensure compliance with state and federal regulations. This position plays a crucial role in ensuring that staff across locations have the tools and support needed to perform daily finance tasks efficiently, allowing them to spend more time directly serving children and families.

Core Responsibilities and Essential Job Functions:

Project & Events Coordination:

• Supports special projects requiring research, analysis, and recommendations, including the implementation of a new credit card and expense platform.
• Streamlines operational workflows to enhance departmental efficiency and coordinates across teams to ensure successful adoption of new processes.
• Coordinates team meetings and events and supports the SVP/CFO in scheduling meetings.
• Collaborates with the SVP/CFO to create the agenda for monthly department meetings, drafts and edits slides, coordinates with guest speakers, and provides prompt and actionable post-meeting notes.
• Provides conference room coordination and support for Finance meetings and events.
• Manages visitor registration and supports office security procedures.

Communications:

• Liaises with office managers and program staff statewide to assess and address knowledge gaps regarding finance policies and procedures.
• Manages the organization-wide Finance SharePoint site, curating resources, creating/updating standard operating procedures (SOPs), and drafting communications on procedures and deadlines.
• Maintains the internal Finance Department SharePoint site by saving, organizing, and updating documents, communicating changes to the department.

Finance Operations:

• Initiates the cash receipt workflow by preparing deposits and routing receipts for processing on a weekly to bi-weekly basis.
• Liaises with vendors to manage corporate accounts. Creates and sets up employee accounts, troubleshoots technical difficulties, and maintains updated purchasing policies and documentation.
• Updates tax exempt statuses and provides reconciliation support as needed.
• Supports tenant invoice reconciliation and related documentation for the Corporate Home Office.
• Serves as liaison to the agency's insurance broker, reporting claims, coordinating property updates, and facilitating certificates of insurance and related documentation.
• Maintains detailed records of agency-owned vehicles, including license and registration renewals.

Executive Support:

• Exercises sound judgment in assessing urgency and keeps the Senior Vice President/Chief Financial Officer (SVP/CFO) informed of critical issues.
• Maintains corporate signature stamps for the executive team and applies signatures upon verification of approval.
• Supports the Executive Assistant to the President with leadership and board meeting logistics and responds to adhoc requests.
• Provides administrative support to the Finance Team and SVP/CFO, including audit material preparation, processing invoices, filing applications and reports, requesting Certificates of Insurance, maintaining detailed records of organization assets, and tracking agency-owned vehicles, including license and registration renewals.
• Orders supplies, maintains office signage and postings, coordinates service requests, maintains and updates office manuals and guides.
• Maintains and updates office security manuals, guides, and related documentation.
• Reviews incoming mail; prioritizes items and forwards them to appropriate departments or personnel.

Required Qualifications and Skills:  

• Bachelor's degree or equivalent required.
• Minimum of 2 years related administrative support experience required.
• Demonstrates excellent communication and interpersonal skills to effectively collaborate with staff at all levels and external stakeholders.
• Demonstrates strong organizational skills and attention to detail to manage multiple priorities and meet deadlines.
• Demonstrates initiative, self-motivation and consistent follow-through.
• Demonstrates a learner’s mindset with the curiosity to find and apply new systems and software.
• Must have access to transit or other reliable transportation to execute the position’s responsibilities.

Preferred Qualifications and Skills:  

• Background in nonprofit operations, finance, fundraising, grant management, accounting or other related area.
• Proficiency with MS365 tools, including SharePoint, Planner, Lists, Forms, PowerPoint, Teams, and Outlook.
• Experience designing resources and forms using tools such as Canva, Adobe Acrobat Pro, and Scribe.

Job details: 

• Compensation: Salary Range: $50,000-$55,000 ($24.04-$26.44); offers are commensurate with experience. Bilingual candidates may receive additional financial compensation. The salary range provided represents our current estimate for this role at the time of posting and is subject to change. The final salary will be determined based on a range of factors, including but not limited to, a candidate's relevant experience, education, qualifications, skills, certifications, and alignment with organizational needs. We are dedicated to fair and equitable compensation practices and are committed to fostering a diverse workforce while providing equal opportunities for all candidates.
• Benefits: Medical/dental/vision insurance, 3+ weeks paid time off in the first year including the week between Christmas and New Year’s Day (PTO increases with tenure); 11 paid holidays, supplemental insurance options, 401(k) with match (more benefits details here). 
• Location: Must be within reasonable driving distance to Chicago and available to work from home office at 200 West Monroe Street (downtown Chicago loop). 
• Schedule: Hybrid (remote/in office); Full-time, hourly; General business hours with flexibility for special projects & events as needed.
• We don’t just hire talent—we grow it: Emerging Leaders will have access to leadership development opportunities and one-on-one mentorship.
• Student Loan Forgiveness: Brightpoint is an approved agency for Public Service Loan Forgiveness (PSLF).