Essential Job Functions

In coordination with DOO, Office Administrator keeps up with personnel files, updating all regulatory and internal disclosures, performing assessments, etc. Administer onboarding process for new employees, assisted by the employee’s immediate supervisor (distribute and collect required paperwork for all employees).

• Schedule and prepare employees for quarterly performance review by supervisor
• conducting the review.
• Manage the functioning and maintenance of office systems, including computers,
• laptops, printers, copiers, etc. Order and initiate third party services for such
• maintenance.
• Managing office supplies such as stationery, equipment, and furniture, reordering
• supplies as necessary verifying receipt of supplies.
• Monitor and maintain insurance coverage and renewals, service contracts and renewals
• Receive and process all incoming mail and post all outgoing mail. Route incoming mail to
• responsible person.
• Maintain and store, in paper and/or electronically, as determined by internal SOPs, all
• incoming and outgoing documents, contracts, audit, budgets, and other legal
• documents.
• Carry out customary administrative duties such as answering telephones, filing, typing,
• copying, binding, scanning etc.
• Maintain and update member information in hard copy and/or electronically, as
• designed and agreed, required information to include contact lists as groups for
• communications; Board of Directors, House of Representatives, Shura, committees,
• general & fundraising (Ramadan, pillars & annual dinners).
• Respond to member requests regarding services or other information.
• Assist with coordination of Council events, both internally and externally i.e., making
• reservations, arrangements, payments, tracking tickets sales, VIP invitations, letters of
• support & contracts.
• Receive and dispatch deliveries.
• Send emails on behalf of the Executive Director, as needed.
• Set up appointments for Executive Director and Maintain ED’s Calendar
• Attend Bi-monthly Saturday House of Representative meetings and take meeting notes.
• Other Misc. tasks assigned from DOO.
• Bookkeeping
• Receive, deposit, and record all income from whatever source (mail, ACH, online)
• Receive, pay, and process payment all payables from whatever source; When
• appropriate, forward to responsible person(s) for approval for payment.
• Implement and follow SOP regarding processing of approved requisitions (P.O.) for
• payment.
• Prepare member dues invoices; monitor receipt of payment; generate reminder notices;
• inform ED in case of non-payment to ensure 100% collection year-round.
• Assign correct categories and classes to financial statements to maintain an accurate
• ledger of income and expenses.
• Monitor banking activity. Post/mail all accounts receivable invoices on time to members
• for collecting dues.
• Submit and reconcile expense reports.
• Assists in running checks as directed by the treasurer. Ensure that bills/invoices are paid
• on time & no penalties accrue for past due payments.
• Collect employee weekly data for payroll processing for both CIOGC and ZC staff.
• Gets checks signed on a timely basis.
• Sending out W2s and 1099 for CIOGC and ZC staff.
• Printing and mailing the checks and maintain check ledger
• Maintaining Spreadsheet for Grant Disposals, if applicable.
• Assist auditor by preparing and or gathering documents prior to and during audit
• process.
• Perform CIOGC overall bookkeeping tasks as listed above.

Programs Support and Assistance

• Make arrangements to secure venue for Council programs.
• Print stuff for events, assist with set up at CIOGC events, manage administrative tasks at
• events.
• Able to carry heavy stuff up to 30 lbs. from office to bring at venue.
• Order stuff for events and ensure it is delivered to the event site.
• Available to quickly act upon emergency needs.

*

Qualifications

• Bachelor’s degree in Business Administrator or another related field preferred.

At least 2 years of experience serving in administrative roles or accounting/bookkeeping
role.
Experience working with non-profit is a plus.
Exceptional organizational skills are a must.

• Strong understanding of QuickBooks or other bookkeeping/accounting software.
• Exceptional written and verbal communication skills.
• Expertise in working with Microsoft Office (Word, Excel, PowerPoint)
• Individual is a self- starter and quick learner.
• This individual is expected to be available to work in the CIOGC Chicago office for up to 4
• days.

Job Type: Full-time

Pay: $20.90 - $22.30 per hour

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Chicago, IL 60604 (Required)

Ability to Relocate:

• Chicago, IL 60604: Relocate before starting work (Required)

Work Location: Hybrid remote in Chicago, IL 60604