Contract Finance and Administrative Consultant
Time Commitment: 25-30 hours per week
Compensation: $50 per hour
The Organization
Lighthouse Foundation of Chicagoland is a Black LGBTQ+-led, multiracial social justice organization that advances justice for Black LGBTQ+ people across Chicagoland through empowerment, education, and entertainment. Since July 2019, Lighthouse Foundation has launched the nation’s first Black Queer Equity Index, partnered with 24 organizations, and hosted 140+ activations with 1,600+ Individuals.
The Role
The Finance and Administrative Consultant will report to the Executive Director and oversee key functions in financial management, development, HR, and organizational operations. This role will work alongside our Sr. Manager of Operations to manage budgets, payroll, grant reporting, and audits while supporting efficient systems and compliance across the organization. The consultant will also provide development support through grant coordination, assist with HR processes, and streamline administrative workflows. Ideal candidates bring strong expertise in QuickBooks, grants management, project management, and a commitment to social justice, racial equity, and LGBTQ+ communities.
Financial Management Support for Lighthouse Foundation (30%)
Accounts Payable
Prepare and submit bimonthly payroll via QuickBooks
Update all transactions in QuickBooks weekly
Save supporting documentation for debit card transactions
Manage and update healthcare plan and deductions
Upload invoices for all contractor payments
Review and get approval for all payments
Manage expenditures for restricted and unrestricted grant funds
Accounts Receivable
Enter accounts receivable and follow up on payments due
Prepare and sign grant contracts and financial information
Budgeting
Prepare an annual organizational budget
Prepare a mid-year budget revision
Prepare program budgets for grants and LF programs
Manage cash flow monthly
Create monthly financial reports after reconciliations
Annual Needs
Be the point person for annual audits by submitting the needed materials to the auditors
Oversee annual nonprofit filings with the Secretary of State and the Charity Bureau
Oversee accounts payable operations for LF
Oversee 990 preparation and filing
Submit fiscal reports for foundation and government grants
Development Support for Lighthouse Foundation (20%)
Manage the Lighthouse Foundation grants spreadsheet and deadlines
Oversee and manage a team of grant writers
Assign grants to grant writers
Prepare grant application drafts
Submit grant applications on funder portals
Monitor grant announcements
Create grant portal logins and populate templated information
Help maintain and organize information about upcoming and future grant opportunities
Support with funder outreach, engagement, and reporting
Review grants for intelligibility, clarity, veracity, word count, typos, spelling, grammar, and conciseness
Send donor acknowledgements
Human Resources Support for Lighthouse Foundation (10%)
Contribute to and update internal documents, such as the employee handbook and organizational chart, to capture evolving policies and procedures.
Manage employee logistics and onboarding
Update and manage hiring spreadsheets
Review and give feedback on job applications
Contact applicants for interviews
Schedule ED interviews with candidates
General Administration Support for Lighthouse Foundation (10%)
Maintain the organization's CRM (Monday.com), databases, and/or project management platforms that integrate data across departments
Proactively identify opportunities for streamlining administrative processes
Work with the Executive Director to create, maintain, and refine systems for planning, tracking, grant compliance, and staff management
General Administration Support for Jamie Frazier (30%)
Manage the Executive Director’s inbox
Schedule meetings for the Executive Director
Management of Executive Director’s social media accounts (Facebook, Instagram, and LinkedIn)
Taking notes during virtual meetings
Supervise contractors for HR, accounting, and other core functions on an ongoing basis
Coordinating travel plans
Making personal appointments
Utilizing Monarch Money to track guest speaking income and expenses
Job Qualifications
Required
Bachelor’s degree and 4+ years of experience in development/operations/finance or 7+ years of experience without a degree
Pass a background check
Experience in both foundation and government grants management and accounting
Experience with Google Docs and Google Sheets
Experience with Monday.com
Proficiency with QuickBooks
Excellent written and verbal communication skills
Attention to detail, project management, and impeccable organizational skills
Ability to prioritize, multitask, and follow through with minimal direction
Familiarity with social justice, racial justice, and LGBTQ+ communities
Ability to practice active listening and pay attention to details
Proactive approach to problem-solving to manage responsibilities with minimal oversight
Strong time-management and organizational skills to manage the employer’s schedule, including meetings and travel arrangements
Capable of handling sensitive information and maintaining confidentiality
Familiarity with digital tools, including search engines, travel booking platforms, and email interfaces
Preferred
Master’s degree and 5+ years of experience
An upbeat, positive attitude and a good sense of humor
Experience with Monarch Money
How to Apply
Please send a resume and cover letter for this position to jfrazier@lightfoundchi.org. The deadline to apply is September 30, with special consideration given to applicants who apply sooner. Black LGBTQ+ applicants are encouraged to apply. Lighthouse Foundation of Chicagoland is an equal opportunity employer; all applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
