Finance & Operations Coordinator

​​About Us

PRISM is a community supported social service organization providing dignity-centered resources for food, housing, and other basic needs. We were founded by community members concerned about their neighbors' basic needs and challenges. PRISM blends talent, passion, and abilities into opportunities that improve the lives of everyone as we build a reflecting the spirit of the northwest suburbs.

Our vision is to lead in providing innovative and dignified services that foster resilient individuals and a healthier, more sustainable community.

PRISM strives to incorporate the core values of collaboration, innovation, dignity, and accountability into all aspects of our organization. Our programming helps low-income and basic wage-earning families meet their essential needs of food, housing, and clothing. The Marketplace Food Shelf, Housing Programs, Shop for Change Thrift Shop, and Children's Programs operate in a professional and dignified manner, allowing program participants the opportunity to choose the products and resources that are most helpful for their situations. At PRISM, we understand equity and inclusion as actions, and strive to make services not only accessible, but welcoming with a clear understanding of how we operate.

Benefits Include

• Group Term Life with AD&D (100% paid by PRISM)


• Long Term Disability (100% paid by PRISM)


• Medical insurance (PRISM pays 80% to 90% of the premium for employees and 50% of the premium for dependents)


• Health Savings Plan with employer contribution when on a high deductible health plan


• Dental (cost sharing)


• Vision (employee paid)


• Supplemental insurance through Aflac


• A standalone upgraded Employee Assistance Program (EAP)


• Retirement plan with company match dollar for dollar up to 3% with no vesting schedule (separate waiting period)

We are currently hiring a Finance & Operations Specialist. The position is part time, 20 hours per week, non-exempt, and benefits eligible. Pay for this position is $28.00 –$30.00 per hour, depending on qualifications. Compensation will be based on qualifications, with higher pay opportunities for candidates who possess relevant education, degrees, specialized training, or accounting certifications.

Job Summary

The coordinator is responsible for the accurate and timely processing of vendor invoices, payment administration and maintenance of accounts payable records. Additionally, the coordinator supports operational activities to ensure a safe, efficient and well-functioning work environment.

Essential Duties and Responsibilities

Accounting

• Process and verify vendor invoices for accuracy, proper coding, and approval


• Maintain accurate, up-to-date and complete vendor records, including W-9 documentation, banking information and tax reporting requirements


• Coordinate monthly expense reporting and employee reimbursement


• Assist with month-end and year-end closing activities, including audit


• Code incoming donations via mailed checks and electronic deposits


• Prep weekly deposit packets, deposit approved packets at local bank branch


• Ensure compliance with company policies, internal controls and procedures
  
  

Facilities & Operations

• Maintain general supplies and inventory of equipment, including laptops, monitors, peripherals and other accessories


• Coordinate tracking, deployment and maintenance of laptops and other technology


• Monitor copy room, ensuring that office supplies are stocked and well organized


• Ensure that bathrooms, common areas and meeting rooms are clean, stocked and ready for use by visitors, participants and staff


• Assist Director in overall facilities management, maintenance & repair including:
  
  
  
  • Coordinate cleaning, maintenance and repairs for office equipment, building systems, common areas and vehicles
  
  
  • Maintain organized records and documentation for purchasing, inventory, and maintenance activities
  
  
  
  

Knowledge, Skills, & Abilities

• Knowledge of standard accounting practices, controls and procedures


• Proficiency with Microsoft and accounting platforms


• Professional demeanor and effective interpersonal skills


• Attention to detail and accuracy


• All team members are expected to value dignity by demonstrating respect and empathy in our interactions with participants, staff, and volunteers.


• All team members are expected to value accountability, collaboration and innovation and exhibit these values in their interactions with others.

Minimum Qualifications

• Associate's degree in accounting or equivalent coursework/experience


• 3+ years of accounts payable, accounting or finance experience


• Demonstrated experience managing projects to successful completion


• Ability to work standard business hours (M-F) and some infrequent evening or weekend events.

Preferred Qualifications

• Knowledge of facilities maintenance coordination and vendor management.


• Familiarity with workplace safety practices and compliance requirements.

Physical Demands & Working Conditions

• Work is performed in an office setting. Headaches, eyestrain, and other related occupational hazards reflect the most common potential for injury. Work is light duty and sedentary with ability to lift, carry or push up to 40 pounds – such as a box of copy paper.


• This position performs work requiring attention to detail under deadlines.


• The ability to operate and interact with computers or other office equipment via keyboard, mouse, or touch screen is required.


• A valid Class D driver's license and the use of a personal vehicle may be required to make bank runs and other operations related trips.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, and any other characteristic protected by local, state, and federal law.

We are committed to providing reasonable accommodation to individuals with disabilities. If you require assistance or accommodation, please let us know.

If a job is offered, please be aware any job offer will be contingent upon a pre-employment background check. PRISM considers the nature of any crime, recency, severity, job relatedness and rehabilitation efforts. If the position requires driving, our insurance policies require a stricter eligibility criteria.