Finance Department Administrator

Key Responsibilities:

Administrative & Departmental Support

Maintains the CFO’s calendar and coordinates departmental schedules and communications.
Prepares correspondence, reports, and departmental documentation.
Maintains departmental files, mail processing, supply ordering, and general administrative workflows.
Coordinates meetings, including scheduling, room reservation and setup, and virtual meeting arrangements.
Processes travel, reimbursement, and other financial requests.
Codes departmental P-Card transactions as assigned.
Financial Operations

Performs financial analysis and reporting tasks as assigned.
Manages Accounts Receivable (AR), including:
Entering and transmitting invoices
Following up on outstanding items
Training field staff on AR processes
Researches and records revenue not included in point of sale revenue reports.
Supports the Budget Manager during peak budget season.
Supports preparation of the Annual Comprehensive Financial Report (ACFR)
Assists with procurement processes, including bid coordination.
Board & Treasury Support

Maintains the AR Aging Report and Investment Ledger.
Prepares schedules for monthly Board of Park Commissioners meetings.
Supports treasury functions, including:
Coordinating smart safe installations, operational issues, and seasonal scheduling
Reviewing monthly cash logistics invoices
Handling returned deposit items
Overseeing petty cash, special purchase transactions, and change funds
Ordering banking supplies
Supports escrow functions, including check writing and documentation
Additional Responsibilities

Coordinates with the Legal Department and other internal stakeholders on revenue contracts to ensure accurate invoicing and timely payment.
Supports purchase card processes, including subscriptions and office supply purchases.
Performs special assignments such as prevailing wage coordination.
Provides guidance to Park District employees on department‑specific policies and processes.
Requirements
Education and Experience:

Associate degree required; bachelor’s degree preferred in business administration, accounting, finance, public administration, communications, or a related field.
Three to five years of progressively responsible administrative experience, or an equivalent combination of education, training, and experience.
Qualifications:

Basic accounting skills and familiarity with financial terms and statements
Proficiency with Microsoft Office and general computer applications
Previous experience performing ad hoc financial data analysis
Strong interpersonal skills and the ability to build effective working relationships
Excellent written and verbal communication skills
High accuracy, organization, and attention to detail
Demonstrated administrative skills, business acumen, and the ability to handle multiple priorities
Ability to work cooperatively and maintain a mature, professional demeanor
Ability to manage confidential information with discretion
Capacity to work independently and take initiative