IES Abroad
  • Finance
  • Chicago, IL, USA
  • Hourly
  • Full Time

Status: Full-time, hourly

Schedule: M-F, 8.30a.m. - 4.30p.m, including occasional evening and weekend work based on seasonal business needs/position requirements

Reports to: CFO/VP Finance and Controller

Direct reports: None

Start date: ASAP

Location: Chicago, IL, USA

Summary of position:

Responsible for administrative accounting functions:  Managing bank relationships, wire transfers, maintaining financial related work sheets, filing state registrations, managing record keeping, and various related projects and duties.

Essential job responsibilities & duties:

1. Assist VPF and Controller in the management and reporting of the following:

Company-wide cash movement:

  1. Prepare consolidated report of cash payments to foreign Centers.
    1. Maintain calendar for timely payments to Centers.
    2. Prepare a spreadsheet of foreign currency cash needs for Centers.
  2. Prepare and record electronic bank transfers to Centers.
    1. Maintain logs and records of wires.
    2. Respond to Center special requests for funds.
    3. Make electronic transfers to foreign centers and post in accounting software.
    4. Assist Controller in daily monitoring of IES cash accounts.

 Maintain spreadsheet of foreign currency purchases.

  1. Record foreign currency trades conducted by VPF.
  2. Maintain schedule of payments for foreign currency purchases, and wire the funds on appropriate due dates.

Routine functions:

  1. Maintaining a record or foreign currency rates and various indexes.
  2. Maintain the content of the department website
  3. Download the company credit card transactions and distribute to cardholders.
  4. Manage list of payees with dormant checks: Contact payees and issue replacement checks.

Timely filing of state Registrations and unclaimed property returns:

  1. Maintain records of all due dates and filings.
  2. Prepare and file the appropriate reports on a timely basis.
  3. Maintain electronic record of filings.

2. Carry out special projects and roles in conjunction with the VPF and Controller:

  1. Assist Controller with research projects.
  2. Work as administrator for IES corporate credit cards.
    1. Maintain additions, deletions, revisions of card holders.
    2. Investigate and resolve any cardholder issues.
    3. Prepare spreadsheets for various reports.
  1. Prepare Chicago inventory of assets.
  2. Manage and track Center inventory records.
  3. Conduct the inventory of corporate physical assets at headquarters.
  4. Take minutes of meetings and disseminate them.

3. Handle various administrative tasks for VPF and Controller.

  1. Open mail and other administrative projects as need.
  2. Maintain calendar for VPF:
    1. Schedule committee meetings.
    2. Schedule meetings and events.
    3. Take minutes of meetings.
  1. Liaise with banks and vendors.
    1. Manage signatory changes.
    2. Open/close bank accounts.
  2. Wire transfers to vendors and company branches.
  3. Maintain and edit vendor files, including 1099 information.
  4. File periodic state registrations.
  5. Maintain files and records in manual and electronic format.
  6. Assist in various projects using Excel, Word, or Power Point.
  7. Assist Controller with the dissemination of information for company-wide controls.
  8. Assist others staff in the department with routine tasks.
    1. Tracking responses and compliance with Centers and preparing the follow up emails.

      9.Serve as backup to Accounting Assistant.

             1. Process cash deposits.

             2. Process accounts payable.

             3. Utilize accounting software

  1. Regular and predictable attendance is an essential function of this position

Experience & Qualifications/Skills:

Requirements:

  • Ability to prioritize and handle multiple projects
  • Higher education or study abroad experience helpful, but not necessary
  • Strong computer experience (Internet, Microsoft Word, Excel, and PowerPoint)
  • Excellent communication skills
  • Excellent organizational skills
  • Data entry proficiency with text and numbers strongly preferred.

Qualities:

  • Well organized and structured.
  • Exceptional interpersonal abilities.
  • Excellent problem-solving skills.
  • Strong multiple-task skills.
  • Excellent written and verbal communication skills
  • Excellent computer aptitude and skills (Internet, Microsoft Word, Excel, PowerPoint)
  • Ability to compose correspondence from notes, discussions, or independently from knowledge of circumstances and policy.

Education Licenses and/or Certifications etc:

  • College degree preferred.
  • High School Diploma Required.
  • Must be legal to work in the United States

Physical demands:

  • Ability to remain in a seated position for the majority of the day (between 70% -100% of work time) at a workstation
  • Ability to work for extended and continuous periods at a workstation operating a computer, phone and other office equipment i.e., a calculator, copier, and computer printer (between 70% -100% of work time)
  • Need to occasionally move about inside the office to access file cabinets from 10% to 15% of work time
  • Ability to lift or move supplies, equipment, boxes, documents and materials weighing up to 40lbs from 10% to 15% of work time.
  • Must be able to communicate via phone, email and in-person with employees, students and overseas employees for the majority of the day (between 70% -100% of work time).

Working conditions/Environment: 

  • This position may be required to work beyond office hours as defined by the needs of the department and/or organization
  • Due to the open plan environment, this workspace may experience varying noise levels. The workspace is well lit but with no direct natural light.
  • Must be able to work in office on a daily basis.

Fiscal responsibilities:

  • This position will have electronic signature authority for electronic financial transfers
  • This position need to work with Doclink, expense reports and need to process those in a timely manner
  • This position must follow all Finance procedures set by IES Abroad policy.

Disclaimer:

This job description reflects management's assignment of essential functions; and nothing in this herein restricts management's right to assign or reassign duties and responsibilities to this job at any time. The duties above are not to be considered a complete list of duties and responsibilities assigned to this position. Temporary modifications to provide reasonable accommodations do not waive any essential functions of the job requirements.

Background checks:

A background check may be conducted, based on responsibilities, as a condition of employment.
Information for applicants:

Application Deadline: Open until position is filled.

No phone calls or emailed status inquiries accepted.

How to Apply:

All applicants should submit an application including cover letter, resume and salary requirements by clicking 'Apply Now' at the bottom of this page.

Please visit http://www.iesabroad.org/study-abroad/about/employment for more information about working at IES Abroad.

Equal Opportunity Employment:

IES Abroad is an equal opportunity employer and encourages applications from all qualified candidates. We strive to treat people with respect; fully utilizing employee's abilities and promoting workforce diversity.

We are committed to a policy of equal opportunity and do not discriminate on the basis of race, color, religion, sex (including pregnancy), disability, age, national origin, citizenship, gender, gender expression, gender identity, sexual orientation or genetic information or veteran status and/or any other status protected by applicable laws.

IES Abroad
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