Specialist Fiscal Illinois Alliance

Overview

Boys & Girls Clubs of America is the nation's premier youth development organization. Our programs, training and services impact nearly 4 million children and teens every year. We are always looking for qualified professionals with a passion for improving young lives, as a member of our national staff.  We have strong values, embrace diversity and offer great benefits to allow our employees to maintain work/life balance.

JOB SUMMARY

The Fiscal Operations Specialist will, under the direct supervision of the Manager of Finance & Compliance, and in collaboration with the Director, State Alliance – Illinois, will support and assist in providing effective fiscal review and payment processing to eligible sub-recipient member-partner Clubs, provide training(s) for member-partner organizations in Illinois and other appropriate personnel. Responsible for reviewing and processing fiscal reimbursement documentation of monthly expenditures from Clubs and compiling the information in reports. In addition, FOS will ensure that expenditures and other related deliverables are in compliance with fiscal guidelines. FOS is responsible for ensuring quality review and the integrity of disbursement of grant funds. The FOS will also be responsible for the internal business operations and organizational functions of the Illinois Alliance, in concert with the Director. Will assist and support the creation of funding proposals and continuations to support Club activities and programs as needed. This position is currently funded through grant programs in partnership with the State of Illinois and will be contingent upon the continued renewal of governmental funding.   

Responsibilities

DUTIES AND RESPONSIBILITIES  

• Demonstrate ability to integrate our BGCA mission driven values (“ICARE”) into one’s work ethic, environment and relationships 

• The MFO will act as “Deputy” Chief Data Custodian and maintain Alliance business records; records for grant reimbursement packets; compliance documents and other audit documentation in an orderly, indexed fashion that enables easy accessibility and identification of needed documents.  

• Provide oversight, in collaboration with Director, of the management of Alliance administrative budget and regularly collaborate with fiscal agent to ensure accuracy and coordination to maintain daily awareness of Alliance fiscal accounts 

• Compile and analyze fiscal data to create fiscally responsible Alliance organizational budgets that maintain or exceed an “89 cents of every grant dollar” standard for Alliance/Club distribution of grant awards.   

• Will communicate to DGM, as needed, the status of Illinois Clubs ability to meet grant-deliverables through the oversight of the Fiscal Assistant and the monitoring of appropriate e-mail account(s). 

• Develop, design and provide training programs and technical assistance to Illinois Clubs to support compliance with Alliance funded project(s) and/or service(s).  

• Communicate with Clubs regularly to obtain needed data and documentation in a timely fashion. Oversee and be responsible for the collection, review, and compilation of fiscal documentation for reports to funders, teams and leadership as required. Provide any needed technical assistance and support to sub-recipient Clubs. 

• Review and approve FA’s analysis of fiscal expenditure reimbursement request documents (receipts, payroll records, monthly expenditure summary form) submitted by Clubs for accuracy, allowable expenditures and with adherence to individual Club budgets.  Must be knowledgeable of stated grant and project expenditure guidelines of funder and be able to train others to utilize this knowledge in a productive manner. 

• Oversee and engage the FA to ensure contact to sub-recipient Club teams is made to obtain accurate or missing information: signatures, receipts, payroll records, etc. and work with Clubs to obtain corrected requests as needed. 

• Verify summary expenditure forms for Club payments completed by the FA contain all supporting documentation needed. Anything still pending will be collected, reviewed and approved prior to payment. Prepare check requests for payment.  

• Monitor and communicate any issues of Clubs’ fiscal non-compliance to DGM based on Alliance and funder policies and procedures and to Club teams whenever appropriate to allow them to manage project budgets effectively. Review site budget spreadsheets and communicate with Clubs to correct deficiencies. Compile Clubs’ individual project budgets into cohort budget summary spreadsheets. 

• Work directly with Club teams to identify and resolve any challenges with fiscal compliance. 

• Review all grant expenditure reports to funding agencies prior to submission. Complete submission. 

• Oversee FA’s ability to maintain and file records of Clubs’ expenditures for grants in a complete and orderly manner; including but not limited to maintaining systems for tracking fiscal data including a queue/log of reimbursement requests and a database of expenditures and current project budget status.   
• Other duties as assigned. Provide other Administrative and fiscal support for Alliance as needed. 

Qualifications

EDUCATION AND EXPERIENCE 

• BA/BS degree 

• 2+ years of grant management experience; experience managing programs 

• Nonprofit or philanthropic experience 

• Youth development experience 

SKILLS 

• Expert knowledge of and experience with cloud-based servers and Microsoft Office is ideal (Word, Excel, Outlook and PowerPoint) 

• Strong data-entry skills; highly organized and detail oriented 

• Exceptional written and oral communication skills 

• Enjoy working independently and as part of a team 

• Ability to comprehend and apply complex federal government regulations and guidelines to varying circumstances and situations.  

• Demonstrated high standards of ethics and integrity.  

• Demonstrated excellence in customer service support; sound judgment; highly organized in all ways (thinking, communicating, work responsibilities and desk space);  

• Ability to work well under pressure; and  

ABILITIES  

• Ability to think and problem-solve creatively, exercise balanced judgement 

• Ability to monitor & motivate others to achieve agreed upon outcomes/grant-deliverables 

• Ability to provide guidance to people with a wide range of cultural backgrounds, training and experiences 

• Ability to accurately key financial data and other information into computer-based programs; execute basic mathematical calculations, functions, and verifications; carry out simple and detailed instructions; ability to effectively interact with management, co-workers, Clubs, public officials, and others;  

• Physical requirements include ability to sit for six to eight hours a day;