Job Openings

JOB DESCRIPTION: ACCOUNTANT

REPORTS TO: Director of Operations

HOURS: 16 hours per week (48 weeks per year)

POSITION SUMMARY:
Is responsible for the day-to-day accounting for the Deaconess Community, including payment and recording of bills and checks; maintaining financial records and files; monthly, quarterly, and annual financial reporting; assisting in budget preparation with Director of Operations and Executive Board Treasurer.

PRINCIPAL ACCOUNTABILITIES
Financial Transactions and Reporting:

  • Keep records of income and expenses; maintains files and records.
  • Pay bills – from invoice to final payment (including Medicare and Portico Benefit Services billings for staff members)
  • Make bank deposits, reconcile monthly bank statements
  • Upon receipt of quarterly reports from investment advisors, prepare reconciliation and make journal entries into accounting system
  • Prepare various financial schedules for annual external audit.
  • Prepare monthly financial statements

Office and Staff Support:

  • Oversee payroll reporting, serving as primary contact with payroll service
  • Review and report changes to employee salaries, benefits and billings with Portico
  • Process staff expense reimbursement requests
  • Attend all staff meetings

Community Support

  • Prepare year-end statements re: deaconesses’ contributions to community
  • Confer as necessary with the Portico concerning death benefits, etc. for deaconesses.
  • Process board, committee members’ and deaconess’ reimbursement requests for community-related expenses
  • Assist standing committees in budget preparation in consultation with the executive director, the treasurer and the Finance & Budget Committee
  • Prepare quarterly financial reports for committees and participate in committee meetings as requested.

Succession Planning:

  • Annually update the “Accounting Procedure” document (helpful to the external auditor, colleagues, and as a succession instrument)
  • Annually update Task List for Accountant (see attached)

Performs other duties in keeping with the nature of this position, which will not significantly alter the job requirements.

 Qualifications and Expectations:

  • Excellent interpersonal skills and the ability to work collegially
  • Ability to maintain confidentiality and exercise independent judgment
  • Demonstrated ability to work with a variety of computer software platforms, including those required for accounting support (e.g., Excel, QuickBooks)
  • Ability to prioritize tasks and work independently with minimal supervision
  • Understanding of basic accounting principles as applied to paying and receiving, bookkeeping, audit controls, financial statement preparation
  • Three to five years’ experience in an administrative or financial setting
  • Familiarity with the theology of Diakonia, and the vision and core values of the Deaconess Community
  • Participation in a faith-based community
  • Subject to all appropriate background checks

Interested candidates are invited to send their resume and cover letter to Damika Davis at Damika.D.Davis@elca.org.  Resumes will be reviewed upon receipt and the job will remain open until filled. Priority will be giving to resumes received by January 1, 2017.


JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT

REPORTS TO: Director of Operations

HOURS: 24 hours per week

COMPENSATION: Salary plus benefits

POSITION SUMMARY:
This position is responsible for coordinating the administrative functions of the Deaconess Community office.  Assists the leadership team, support staff, and standing committees in planning, coordinating, and implementing services, meetings, projects, and events.

PRINCIPAL ACCOUNTABILITIES
Office Management:

  • Provides phone/reception coverage.
  • Receives and distributes incoming mail.
  • Creates and maintains master calendar of meetings and events.
  • Acts as purchasing agent for office.
  • Coordinates repair and maintenance of office equipment.
  • Maintains community data bases including public and in-house directories, mailing lists, Outlook directories, donor list, etc.
  • Receives, and forwards or responds to, emails addressed to the general Deaconess Community mailbox.
  • Reviews bills and invoices, including committee expenses arranged by this office, forwarding to accountant for payment.

Board and Committee Support:

  • Makes meeting and accommodation arrangements.
  • In consultation with board and committee chairs, prepares and distributes advance meeting materials to participants.
  • Provides on-site staff support as needed to board and committee meetings held in Chicago.
  • Arranges for shipment and return of informational and promotional materials used by those who represent the community at various events.
  • Distributes/posts approved board and committee minutes.
  • Maintains permanent record of all meetings and other committee and board records (e.g. paper and electronic files).

Staff and Community Support:

  • In cooperation with the leadership team and appropriate committee(s), makes arrangements, and prepares and distributes printed resources for community events, e.g., Assemblies, Retreats.
  • In consultation with the Director of Operations, manages records storage, arranging for transfer of files to ELCA Records Retention Center or Archives as requested and/or in accordance with ELCA records retention schedule.
  • Makes travel arrangements for leadership team members upon request.

Performs other duties in keeping with the nature of this position, which will not significantly alter the job requirements as described herein. Additional hours may be needed occasionally for assembly or onsite meetings.

 Qualifications and Expectations:

  • Three to five years’ administrative experience preferred
  • Excellent interpersonal skills and the ability to work collegially
  • Excellent written and verbal skills
  • Demonstrated ability to work with a variety of computer software platforms and programs (e.g., Office 365, Outlook) and Web applications
  • Ability to prioritize tasks, maintain confidentiality and work independently with minimal supervision
  • Familiarity with the theology of Diakonia, and the vision and core values of the Deaconess Community
  • Participation in Deaconess Community staff meetings
  • Participation in a faith-based community
  • Subject to all appropriate background checks
  • This position is based in Chicago at the Deaconess Community office

Interested candidates are invited to send their resume and cover letter to Damika Davis at Damika.D.Davis@elca.org.  Resumes will be reviewed upon receipt and the job will remain open until filled. Priority will be giving to resumes received by January 1, 2017.