Infant Welfare Society of Evanston
Job Description
Job Title: Director of Administration & Human Resources
Reports to: Executive Director
Date: September 4th, 2024
Classification: Full-time exempt position
Salary: $70,000- $75,000 based on qualifications & experience
Summary: The Director of Administrative and Human Resources assists in the overall operation of The Infant Welfare Society of Evanston, Inc. (IWSE) and all of its operations, accounting, general administration, human resources, including benefits and payroll. This is a senior leadership position that reports directly to the Executive Director and is part of the senior leadership team.
Essential Duties and Responsibilities: Including the following and/or others as may be assigned.
Financial:
Helps to manage financial operations of IWSE by performing the following:
· Maintains P & L by posting all financial transactions and allocating them to the proper accounts.
· Assumes responsibility for accounts payable by preparing and paying bills in a timely manner and allocating expenditures to the P & L accounts.
· Assumes responsibility for accounts receivable by computing bi-monthly parent billing and preparing bills and statements for parents. Receives parent’s payments and posts on the P&L.
· Prepares P & L and cashflow statements as needed for analysis.
· Performs banking responsibilities including preparing deposits on a weekly basis, reconciling monthly bank accounts and petty cash.
· Prepares statements for parents’ income tax returns and employer reimbursement programs.
· Assist with Finance Director and Executive Director in development of budgets.
· Assists in annual audit by providing requested materials and reports.
· Participates on Finance committee when needed.
· Provides cashflow analysis to Executive Director and Board of Directors.
Payroll:
· Maintains ADP and payroll system.
· Reviews report from payroll service and corrects errors to ensure accuracy of payroll.
· Enters payroll data to computer accounting system.
· Distributes manual checks to employees when needed.
· Records changes affecting net wages such as exemptions, insurance, loan payments for each employee, etc. to update master payroll records.
· Submits on-line reports and prepares 403B payment to VALIC.
· Prepares periodic reports of earnings, taxes and deductions for W-3 and 1099’s.
· Issues letters of verification of employment.
Benefits/HR Function:
Answers employee questions and records employee enrollment in benefit programs by performing the following:
· Distributes information on and explains benefits programs such as leave, health coverage, workers compensation, disability, paid time off and EAP to all employees.
· Verifies and completes benefits enrollment forms.
· Maintains files of enrollment forms and other documentation.
· Sends enrollment information and payment to benefit plan providers and other plan administrators.
· Calculates amount of employee’s paycheck deductions for benefits, submits to payroll processing with ADP and resolves discrepancies.
· Assist with onboarding and orientation of new staff.
· Provides staff key card and supports Program Directors with onboarding by providing updated policy, procedure and benefits manual.
Reports and Billing:
· Reviews classroom attendance and food program logs (CACFP)for accuracy.
· Completes childcare assistance (CCAP) certificate reports and submits to Toddler Town for review and submission to DHS.
· Responsible for submitting CACFP food program report to Illinois State Board of Education (ISBE)
· Responsible to review scholarship applications with Childcare Network of Evanston (CNE) or other internal IWSE scholarship funding.
· Submits reports for CDBG, City of Evanston and others as needed in collaboration with Development and other department leads.
Office Management and Supervision:
· Lead office management and supports incoming calls and routes appropriately.
· Primary liaison and supports the Executive Director with telephone, IT and security vendors.
· Supervises Administrative Manager and Administrative Assistant and front desk position.
· Oversees and delegates office management and office staff with Capers Calendar sales, routing mail, answering phone calls, supply purchases, copying, filing, etc.
· Meets regularly with direct reports for supervision.
Education and Experience:
Preferred Master’s degree from an accredited University or college in Human Resources or related field or a Bachelor’s degree from an accredited university or college in a closely related field, plus 5 years working with Human resources or administration.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skills and ability required reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Five years experience working with Human Resources and/or Administrative functions: Quick Books, ADP payroll, Benefits.
- Minimum of two years of site management and supervisory experience
- Ability to work in a diverse environment
- Ability to maintain a high level of professionalism and work cooperatively with others
- Ability to work independently as well as to follow directions
- Excellent oral and written skills as well as organizational and coordinating skills
- Willingness to act as a representative of Infant Welfare Society of Evanston as needed
- Ability to work with and relate to families and children from diverse cultural, and economic backgrounds
- A working knowledge of DCFS licensing, Early Head Start/Head Start and NAEYC accreditation preferred.
Language Skills:
Ability to read, analyze and interpret professional documents, journals, regulations, standards and procedural manuals in English. Ability to write routine reports and correspondence in English. Ability to speak effectively and concisely to parents, employees, colleagues, etc. Must be able to effectively lead difficult conversations with subordinates and peers.
Mathematical Skills:
Must have basic math skills including adding, subtracting, dividing; ability to compute percents and work with fractions.
Technology Skills:
Must be proficient in ADP, QuickBooks, Microsoft Word, Outlook, Excel and PowerPoint. Must be able to search the Internet and enter data into online programs such as the Early Head Start database.
Reasoning Ability:
Ability to solve problems and anticipate needs and problems. Ability to multi-task and handle a variety of variables and situations. Ability to interpret and execute a variety of instructions, directives in writing, verbal or schedule form.
Certificates and Licenses:
Current certification in Infant and Child Cardiopulmonary Resuscitation (CPR) and First Aid (within the first three months of employment; must maintain annual recertification.)
A physical exam by a licensed health provider, certifying good health and freedom from communicable diseases, along with a negative result for a tuberculosis test, within six months prior to the date of hire.
Freedom from convictions or pending cases in accordance with the State of Illinois Licensing Standards for Day Care Centers.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must regularly lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Job Type: Full-time
Pay: $70,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Basic math: 1 year (Required)
- Microsoft Outlook: 1 year (Required)
- Microsoft Word: 1 year (Required)
Ability to Relocate:
- Evanston, IL 60202: Relocate before starting work (Required)
Work Location: In person
