Administrative Operations Associate Jobs in Rochelle, IL

Description

Organization Info: RAMP Disability Resources & Services is a non-residential Center for Independent Living with a mission to build an inclusive community that encourages individuals with disabilities to reach their full potential. RAMP's work is guided by our commitments to inclusion, participation, accountability, and autonomy.

Purpose of Position: To support the financial operations of the organization by processing accounts payable and receivable, maintaining accurate financial records, assisting with grant and contract documentation, and providing administrative support to the Finance Department. This position helps ensure compliance with grant requirements, internal controls, and accounting standards while contributing to the effective stewardship of public and private funding. This position also requires an understanding of the principle of the Independent Living (IL) philosophy, and a genuine desire to carry out this philosophy.

Reporting Structure: Reports directly to the Grant & Billing Manager.

Primary Responsibilities

Financial Operations

• Review and verify financial transactions to ensure accuracy, completeness, and compliance with organizational policies.
• Process accounts receivable, including recording pledges, invoices, payments, and deposits.
• Process weekly accounts payable, including data entry, payment preparation, and distribution.
• Reconcile purchasing card transactions and ensure supporting documentation is complete.
• Prepare and post monthly journal entries as assigned.

Financial Reporting and Accountability

• Complete monthly bank and account reconciliations.
• Prepare quarterly Return on Investment (ROI) reports and other financial reports as assigned.
• Assist in preparing monthly, quarterly, and annual financial reports.
• Maintain organized and accurate financial files and documentation in accordance with record retention requirements.

Team Support and Organizational Compliance

• Support the annual financial audit by preparing requested schedules and documentation.
• Crosstrain and provide backup support for monthly billing and other finance functions.
• Assist the finance team with special projects, process improvements, and other departmental responsibilities as assigned.

Performance Metrics

• Financial transactions, accounts payable, and accounts receivable are processed accurately and within established timelines.
• Monthly reconciliations are completed on time and with minimal errors or unresolved discrepancies.
• Financial reports, ROI reports, audit schedules, and supporting documentation are prepared accurately and by assigned deadlines.
• Purchasing card documentation, financial records, and files are complete, organized, and maintained in accordance with record retention requirements.
• Backup support, cross-training responsibilities, and assigned finance projects are completed effectively and in collaboration with the finance team.

Requirements

Required Skills/Abilities 

• Highly self-motivated, demonstrating initiative in identifying tasks, problem solving, and completing projects.
• Strong interpersonal skills and the ability to work effectively as a team player. 
• Superb organizational skills and attention to detail. 
• Effective time management skills with a proven ability to meet deadlines. 
• Analytical skills and research ability. 
• Performs well under pressure, maintaining composure and productivity. 
• Strong multitasking and prioritization.
• Keen attention to detail, ensuring accuracy in all financial entries, reports and documentation.
• Strong desire to see the Independent Living Philosophy carried out in the community.

Minimum Qualifications

• Associate degree in accounting, or a related field is preferred. Equivalent education and work experience may be considered in place of a degree.
• At least two years of proven, successful work experience related to the position's job activities.
• Proficiency in Microsoft Excel, including formulas, sorting, filtering, and basic spreadsheet functions. 
• Experience using accounting software such as QuickBooks; QuickBooks Pro or QuickBooks Certification is preferred. 
• Strong mathematical aptitude and accuracy in performing financial calculations. 
• Demonstrated ability to organize and manage multiple financial processes simultaneously while maintaining accuracy, meeting deadlines, and effectively prioritizing workload.
• Experience working in a nonprofit organization and/or with grant-funded programs is preferred. 
• Personal experience with a disability is preferred.

Compensation and Benefits

Salaried/Non-Exempt: 26 bi-weekly pay dates, working 37.5 to 40 hours per week.

Salary Range: based on experience $39,600 - $51,480.

Supportive Work Culture: Be part of an inclusive, compassionate, and respectful work environment that values your contributions and fosters personal and professional growth.

Mileage and Expense Reimbursement: All job-related mileage and qualifying expenses are reimbursed. 

Performance-Based Work Model: Complete autonomy in determining how and when to meet your work outcomes, promoting a healthy work-life balance.

Full Benefits Package: 

• 2 weeks of PTO, accrued over 26 pay periods, available after 90 days
• 2 weeks of sick/wellness time, accrued over 26 pay periods, available immediately, upon accrual
• 14 observed holidays, including a floating holiday
• Holiday Gift Week, paid time off between Christmas and New Years
• 401K program with employer match, currently 3%, with ROTH option
• Comprehensive health insurance coverage, partially covered by RAMP
• Vision and Dental insurance coverage, dental partially covered by RAMP
• Life Insurance Coverage, covered by RAMP
• Supplemental Voluntary Coverage options including Accident, Life Insurance, AD&D Insurance, Short and Long-Term Disability, Identity Theft Protection, and Legal Assistance.
• Employee Assistance Program (EAP) for all family members

Work and Physical Requirements

• Ability to work in an office environment, including using a computer for extended periods, and communicating via email and phone.
• Use of repeated motions with arms, wrists, hands and fingers.
• Willingness to work flexible hours, including occasional evenings and weekends, to accommodate meetings and events scheduled outside regular business hours.
• Due to the nature of the position and peak workload periods, time off (outside of holidays and gift week) may be limited during December and January. Additional workload demands should also be expected during September and October due to the annual audit process.