Job title: Financial and Administrative Coordinator
Company: State of Illinois
Job description: Agency: Criminal Justice Information AuthorityClosing Date/Time: 01/08/2025Salary: $75,000 – $85,000Job Type: HourlyCounty: CookNumber of Vacancies: 1Plan/BU:NoneJOB REQUISITION #43770****A RESUME IS REQUIRED FOR THIS JOB POSTING****Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.This is a remote work position, but candidate may choose to work at ICJIA’s downtown Chicago office during the agency’s regular business hours Monday thru Friday (8:30 A.M. – 5:00 P.M.) pending availability.This is a full-time position. The selected candidate must work 37.5 hours per week. The selected candidate will start as soon as possible.This position is TEMPORARY and does NOT include state benefits.POSITION POSTING/MARKETING STATEMENTInformation in this statement is NOT intended to be all-encompassing or to address all responsibilities of the position.ICJIA is seeking a detail-oriented and proactive Financial and Administrative Coordinator to support our Research and Analysis Unit. This dual-focus role combines financial management with office administration, essential for maintaining grant compliance, effective budget management, and organizational efficiency within the unit. The successful candidate will manage grants, coordinate with fiscal stakeholders, and oversee administrative functions, including support for event planning and internal coordination of meetings.Essential Function 11. Budget Oversight and Management: Create, review, and approve budgets throughout the grant lifecycle, ensuring compliance with grant terms and fiscal policies.Essential Function 22. Invoicing and Financial Reporting: Manage invoicing processes, conduct regular budget reviews and reconciliations, and maintain accurate financial records to ensure timely submission and compliance.Essential Function 33. Coordination with Fiscal Management: Collaborate with the ICJIA’s Office of Fiscal Management to gather necessary documentation for invoicing, track expenditures, and resolve budget discrepancies.Essential Function 44. Communication with Funding Agencies: Maintain ongoing communication with budget reviewers at funding agencies, providing updates, managing budgetary issues, and submitting required reports.Essential Function 55. Payroll and Contract Management: Schedule payroll based on grant awards, manage research contracts, and oversee financial aspects of contract renewals for the R&A Unit.Essential Function 66. Meeting Coordination: Manage calendars, schedule and coordinate internal and external meetings, including preparation of agendas and taking meeting minutes as needed.Essential Function 77. Interdepartmental and External Coordination: Facilitate communication and coordination with other units within ICJIA and external state agencies to support collaborative initiatives.Essential Function 88. Event Planning and Stakeholder Engagement: Assist with planning for public-facing events, such as webinars, legislative briefings, and research roundtables, especially related to financial management of events.Essential Function 99. Resource and Asset Management: Track and manage the renewal of software licenses and hardware needs, ensuring resources are current and operational.Minimum Qualifications 11. Bachelor’s degree in Accounting, Finance, Business Administration, or related field.Minimum Qualifications 22. A minimum of three years of professional experience in grant management, accounting, financial administration, or administrative support, preferably in a government or nonprofit environment.Preferred Qualifications 11. One year experience in government grant funding processes and requirements.Preferred Qualifications 22. Proficiency and one year experience in financial management software and MS Office Suite.Preferred Qualifications 33. One year experience in team project management with multiple responsibilities and deadlines.Preferred Qualifications 44. One year of experience using strong analytical and problem-solving skills to ensure accuracy in financial and administrative processes.Preferred Qualifications 55. Outstanding communication and interpersonal abilities, facilitating effective teamwork, supervision, and stakeholder interactions, as demonstrated by one year experience in production of written work, presentations, or team leadership.Preferred Qualifications 66. Excellent organizational skills for managing office functions, event coordination, and communication demonstrated by one year experience in administrative management.Employment Condition 11. U.S. Citizenship or Residency Requirement: Must be a U.S. citizen or permanent resident.Employment Condition 22. Technology Requirements: Must have a device with high-speed Internet access, a working microphone, and a webcam for participating in virtual meetings.Employment Condition 33. Autonomous Work: Ability to work independently and manage administrative and financial tasks with minimal supervision.Employment Condition 44. Availability for Check-ins and Coordination: Must be available for regular check-ins and to support coordination with other units and external agencies.Employment Condition 55. Travel Requirements: Must be able to travel within Illinois or across the United States as needed to attend meetings and support event coordination.Work Hours: 37.5 Standard Work Hours
Work Location: 60 E Van Buren, 6th Floor, Chicago, Illinois, 60605 Agency Contact:
Job Function: Fiscal, Finance & ProcurementAgency StatementICJIA responds to community needs with research and federal and state grants administration. ICJIA administers over 100 million dollars in grants, including the R3 (restore, reinvest, renew) grants (funded through the tax on legalized cannabis), state violence prevention grants, and federal grants including under the Violence Against Women Act and the Victims of Crime Act. ICJIA convenes groups and collaborates on efforts to reform the criminal justice system. ICJIA leads criminal justice reform efforts by supporting policy makers through research.
Expected salary: $75000 – 85000 per year
Location: Chicago, IL
Job date: Wed, 25 Dec 2024 23:13:27 GMT
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