Administrator

Foundation Administrator

The Lake Forest-Lake Bluff Senior Citizens Foundation, a non-for-profit organization based in Lake Forest, Illinois, has an opening for an Administrator due to retirement. The position is part-time and as an independent contractor, the Administrator has flexibility regarding when and where to work. In the past year, the current Administrator has worked about 700 hours but this could increase by 10 to 20% since some responsibilities have been added to the position. The hourly rate is expected to be $30 to $35 per hour based on qualifications. The position description is attached below.

Lake Forest-Lake Bluff Senior Citizens Foundation Administrator Position Description

Reports to:

The Foundation President. The President may also request that the Administrator report to other Foundation officers and Committee Chairs when appropriate.

Overview:

The Foundation Administrator is responsible for the day-to-day operations of the Foundation. Responsibilities include bookkeeping, banking, providing information for the preparation of tax filings and audits, fund raising, report preparation, meeting preparation, taking minutes and record keeping. The position works closely with the President and Treasurer.

Responsibilities:

All responsibilities are to be performed in a competent and timely manner.

Financial:

1. Perform all bookkeeping activities using QuickBooks Online.

2. Perform all banking activities including reconciliation, managing deposits, processing checks for payment and signatures.

3. Maintain communications with grant recipients to assure timely payments including with the Senior Advocate for payment of Social Service requests and Scholarship funds.

4. Ensure that the Monthly Accounting firm receives monthly banking, investment, etc. statements and other information they may need to prepare monthly financial reports.

5. Assemble information, update existing Excel spreadsheets, or as needed create or modify Excel spreadsheets to prepare reports for Board and committee meeting packets after review by the President, Treasurer and Financial Committee Chair.

6. Create a draft annual budget (Excel) for review by the President, Treasurer and Financial Committee Chair prior to submission to the Board.

7. Maintain a cash flow analysis (Excel) to determine cash needs and advise the Treasurer of the amounts to be transferred from the investment accounts.

8. In consultation with the Treasurer, review the monthly financial statements to ensure that they are correct.

9. In consultation with the accounting firms and Treasurer, implement changes in bookkeeping processes, account classifications, financial statements, etc. to improve their clarity or to accommodate changes in practices.

Tax Returns and Audits:

1. Assure that the appropriate accounting firm (Monthly Accounting firm for taxes or Audit firm for audits) receives the information that they require.

2. Facilitate the Monthly Accounting firm’s review and comments on the draft audit.

3. Facilitate any changes to the financial statements recommended by the either accounting firm once approved by the Treasurer.

4. Assure that the tax returns are signed by appropriate Officers and submitted to the taxing authorities.

5. Forward any questions received from taxing authorities to the Treasurer and President.

6. Assure that the tax returns and audit report are distributed to the Board as directed by the President.

Fund Raising:

1. Coordinate and be responsible for all aspects of fundraising activities under the direction of the President and Foundation Fund Raising Committee to include:

· a budget

· design and production of mailings.

· distribution methods

· target demographics.

· donor follow-up, i.e., thank you tax letters, donor wall memorial leaves.

· reporting results and comparisons

2. Ensure that the “Policy and Procedures for Handing Donations” is carried out.

3. Cultivate relationships with Dickinson Hall members and create awareness of the Foundation by attending Dickinson Hall functions and as appropriate giving brief presentations about the Foundation.

4. Be aware of and encourage donations and estate planning to include the Foundation.

5. Seek out and inform the Fundraising Committee of potential grants for which the Foundation should consider applying.

6. With the concurrence of the Fundraising Committee, write and submit simple grant applications.

7. Inform the President if additional resources are needed to submit more extensive grant applications.

8. Report the status of grant applications and utilize the outcome to inform future grant applications strategies.

9. Manage grants obtained by the Foundation including necessary reports.

Meeting Preparation:

1. Create drafts of meeting agendas and list of documents for inclusion in meeting packets for input and approval by the President and Committee Chairs in advance of meetings.

2. Create and distribute, with approval of the President or Committee Chairs, meeting packets to include the appropriate documents.

3. Schedule meeting venues and ensure that they are ready to accommodate the meeting.

4. Determine if there will be a quorum for Board and Committee meetings and inform the President or Committee Chair if a quorum will not be present and if necessary, reschedule the meeting or obtain proxies from those not able to attend.

5. Work with the Secretary to prepare minutes of Board meetings.

6. Attend all Board meetings and as requested by Committee Chairs, Committee meetings, whether virtual or in-person.

Record Keeping:

1. Maintain the physical and electronic records of the Foundation to assure their security and easy retrieval. Physical records will be kept at Dickinson Hall and electronic records will be saved to the City of Lake Forest servers that are made available for Foundation use.

Foundation Board:

1. Maintain a contact list for Foundation Board members.

2. Coordinate the annual distribution and collection of conflict-of-interest statements from Foundation Board members.

3. Coordinate the annual renewal of Directors and Officers insurance.

General:

1. Advise the President of any concerns regarding financial or other matters that potentially impact the Foundation and if necessary, escalate to the Treasurer, Financial Committee, Board, Monthly Accounting firm or Audit firm, in that order, to resolve the issue.

2. Draft annual performance goals and objectives and submit a written annual report of performance to the Executive Committee (President, Vice President, Secretary, Treasurer) for the annual performance and compensation process.

3. Maintain the Foundation office in an orderly manner.

4. Maintain professional relations with Foundation Board members and Dickinson Hall staff.

5. Responsible for other duties that may be assigned by the President.

Position Requirements:

1. At least three years of relevant administrative experience, preferably with a not-for-profit organization.

2. Experience with bookkeeping and QuickBooks.

3. Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.

4. Experience in finding and applying for grants.

5. Strong organizational skills.

6. Proficient written and oral communication skills.

7. Ability to attend meetings and perform office duties at Dickinson Hall in Lake Forest, IL.

8. Proficiency in English.

9. High School diploma or GED required. An associate or bachelor’s degree is preferred.

10. Proof of United States Citizen or Permanent Visa Status.

Other Information:

1. Position is an Independent Contractor.

2. Except for meetings, the incumbent sets their own hours and work location.

3. Part-time position.

4. An office is provided at Dickinson Hall which is where physical records are stored, but the incumbent may perform many of the responsibilities remotely.

5. Background check required.

6. Will need to sign an Independent Contractor Agreement.

Foundation Description:

The Lake Forest-Lake Bluff Senior Citizens Foundation was formed by the Lake Forest-Lake Bluff Senior Resources Commission in 1997, as a not-for-profit charitable organization. The purpose of the Foundation is to:

1. Create an awareness in Lake Forest and Lake Bluff, of the interests and needs of senior citizens,

2. Support the activities and facilities of Dickinson Hall, and

3. Provide material and financial support to the Senior Resources Commission.

Job Type: Part-time

Pay: $21,000.00 - $28,000.00 per year

Expected hours: 12 – 17 per week

Schedule:

• Choose your own hours

Ability to Relocate:

• Lake Forest, IL 60045: Relocate before starting work (Required)

Work Location: Hybrid remote in Lake Forest, IL 60045