Open Positions

Operations Assistant (part-time)

POSITION DESCRIPTION

The Operations Assistant will be responsible for managing the weekly and monthly financial operations of the organization, bookkeeping, and tracking invoices and payments; administering payroll; coordinating tax documents and communicating with accountants and auditors to ensure compliance; communicating with vendors and donors; and providing general administrative assistance and improving operational procedures to maximize efficiency. The Operations Assistant will be expected to work 12-15 hours/week and report directly to our Executive Director. This is a hybrid role that will be mostly remote with an average of one day in the office a week. Our office is located at 750 N. Lake Shore Drive in Chicago.

To apply for this position, please send your resume and cover letter to Malcolm Rich: malcolmrich@chicagoappleseed.org. Applications will be reviewed on a rolling basis.

Essential Duties & Responsibilities

  • Financial Operations & Compliance
    • Maintaining general revenue and expense ledgers
    • Tracking invoices, bill payments, and running payroll
    • Overseeing necessary IRS reporting measures for Chicago Appleseed Center for Fair Courts, including: maintaining and filing requisite documents for taxation compliance; working with accountants for quarterly financial statements; ensuring that tax forms are completed and filed; and working with the auditor for Chicago Appleseed’s annual audit
  • Donation Tracking & CRM Support
    • Updating our CRM system (Neon) to ensure accuracy of entries and donor acknowledgement email or letters
    • Running reports to support fundraising efforts and campaigns
  • General Office Support
    • Managing organizational email inbox
    • Processing paper mail at the office
  • The Operations Assistant may be asked to complete other administrative tasks as capacity allows, such as executing bill payments, planning/executing paper mailing campaigns, communicating with donors/vendors, and the like.


Qualifications

  • Prior bookkeeping/accounting experience is necessary.
  • People with backgrounds in bookkeeping/accounting for a nonprofit organization, fundraising, and/or other nonprofit management will be favored — especially individuals with experience coordinating with auditors and accountants and/or overseeing other IRS reporting and tax-related needs for nonprofit organizations.
  • Experience with Neon CRM, QuickBooks, and ADP online systems is preferred but not necessary.
  • This person must be self-motivated and able to work independently, extremely organized, a highly-effective verbal and written communicator, and a fast learner with a propensity for technology/online financial tracking software.

Compensation

  • This position is part-time for 12-15 hours/week starting at $30.00/hour.
  • Chicago Appleseed Center for Fair Courts is closed on the following holidays: Memorial Day, Juneteenth, Independence Day (2 days: July 4 and the day before or after depending on what day of the week July 4 falls on), Labor Day, Indigenous People’s Day, Thanksgiving (2 days: Thanksgiving Day and the following Friday), Martin Luther King, Jr. Day, and Presidents’ Day. We also close for business for a 10-day all-staff winter break from late December to early January.


HOW TO APPLY

In you’re interested in internships, click here.
To get involved as a volunteer, visit chicagoappleseed.org/get-involved.