Description

Accounting & Operations Assistant 

Regular Hourly Part-time Employee (approximately 30 hours/week) with benefits

Lumity’s mission is to provide teens and young adults with transformational experiences that prepare them for lifelong STEM careers.

If your dream is to make your community better, consider joining the Lumity Team. Lumity is exposing Chicago's youth to STEM careers to inspire students to stay in school, find a meaningful career path, and ultimately, a satisfying job. At Lumity, you will find a dynamic work environment where learning and growing are part of our culture.  Our staff works hard and has fun along the way.  For more information about us, go to www.lumity.org.

Work Schedule/Location

Hourly, 30 hours per week with occasional evening work (Annual Benefit in March). This position has a hybrid schedule with a combination of remote work 2 days per week and working out of our main office, 1132 S. Wabash Ave., Chicago with occasional travel for on-site days in our Maywood Training Facility.

 Position Description:

The Accounting & Operations Assistant is an empowered, organized professional supporting the financial and administrative activities of a dynamic nonprofit organization. This person exhibits strong computer skills, a well-developed customer service approach, active critical thinking ability, and stellar interpersonal skills. The Accounting & Operations Assistant works closely with all levels of the Lumity Team and reports to the Finance & Operations Manager.
 
PRIMARY RESPONSIBILITIES 

Accounting

• Perform all bookkeeping duties including invoices, accounts payable, bank transfers, reconciliations, and monthly reporting for two locations using QuickBooks Online (QB).
• Set up, process, and troubleshoot stipend payments for participants in grant-funded programs.
• Perform all banking activities including deposits, ACH setup, and account reconciliations.
• Convert approved Participant Attendance & Incentive Payment Trackers, Contractor Invoices, and Vendor Invoices into PDF and save on SharePoint.
• Assist with preparation of monthly grant billing documentation.
• Obtain all required approvals and process and accurately code all AP invoices, contractor invoices, and employee expense reports in QuickBooks.
• Create weekly/bi-weekly payment sheets and submit for approval. Make all vendor/contractor/stipend payments online via ACH.
• Perform all aspects of credit card processing (e.g., organize all receipts into spreadsheets each month, save on SharePoint, and enter correct coding in QB).
• Assist with preparation for annual audits and filing of 1099 forms.
• Maintain monthly spreadsheets for program expenditures.

Administrative/Operations

• Maintain, inventory, and order supplies for kitchen, bath, janitorial, and office.
• Restock supplies.
• Assist with coordinating repairs and maintenance with landlord at Wabash location as needed. 
• Coordinate and prepare for new staff office/desk space.
• Assist with the planning and operation of the organization’s fundraising events such as entering guest names into the system; emailing guests event details; gathering and packing supplies; preparing name badges; assisting with set-up and breakdown; helping with event registration, onsite donations, and preparing and disseminating acknowledgement letters for donors.
• Coordinate and execute annual license renewals, manage security system, and maintain a log and assignment of key cards and codes.
• Lead staff meetings and update meeting documentation prior to, during, and after weekly staff meetings.
• Create all staff calendar appointments (program timelines, staff meetings, birthdays, holidays, etc.).
• Assist with Board Meeting preparations.
• Other administrative duties as assigned.
   

Requirements

REQUIRED SKILLS

• Accounting/Administrative
  • At least one year or more of organizational bookkeeping/accounting experience using QuickBooks Online.
  • Nonprofit experience preferred, but not required.
  • Strong organizational skills.
• Technology
  • Strong proficiency with Microsoft Office 365 including Excel, Word, Outlook, SharePoint, and PowerPoint.
  • Ability to learn and adapt to new technologies and systems quickly.

COMPETENCIES LEVELS

• Detail/Accuracy
  • Demonstrate accuracy and thoroughness.
  • Monitor own work to ensure quality, organization, and timely execution.
  • Maintain strong attention to detail even while multitasking.
• Communication
  • Clearly and persuasively communicate, listen, and seek clarifications. 
  • Participate in meetings.
  • Demonstrate excellent written and verbal communication in all activities.
• Initiative/Teamwork
  • Demonstrate ability to work independently and as part of a team.
  • Exhibit strong critical thinking skills and sound judgment, including prioritization and time management skills. 
  • Provide an excellent level of support to multiple team members simultaneously within a multi-cultural, team-based work environment.
• Professionalism
  • Maintain professional appearance and demeanor. 
  • Prioritize internal and external customer interactions and respond appropriately. 
  • Treat others with respect and consideration.
  • Accept responsibility for own actions; Embody a growth mindset.
• Flexibility
  • Able to multitask in a changing work environment. 
  • Willing to change approach to best fit the situation. 
  • Demonstrate a “whatever-it-takes” attitude.

Benefits
Health, Dental, Vision Insurance, Life and Disability. Accrued paid time off: earn one hour of paid vacation and sick days for every 35 hours worked. Pro-rated cell phone reimbursement. Optional benefits: 403(b) retirement account with match, medical flexible spending account, and pre-tax transit deduction program.

Compensation $20-$23 per hour

To Apply:

Please submit a resume and a cover letter with salary expectations to info@lumity.org and put “Accounting & Operations Assistant” in the subject line of the email. No phone calls, please.