Finance & Operations Specialist

Salary Range: $65-75k or DOE

Background:

Chicago CRED is a mission driven organization working to achieve transformational reduction in violence in Chicago. CRED does its work by offering direct services to those who are at the highest risk of violence, advocating for policy reform to increase public investment into community violence interventions, and promoting cross-sector coordination to achieve maximum impact.

Department Function:

The Finance Department manages Chicago CRED’s financial operations, including accounts payable and receivable, budgeting, cash flow, financial reporting, audit preparation, and internal controls. The department ensures compliance with nonprofit accounting standards and grant requirements, and partners with leadership and program teams to monitor spending and continuously improve financial systems and processes.

Position Summary:

The Finance & Operations Specialist keeps Chicago CRED’s day-to-day financial operations running accurately and on time, processing payables and receivables, managing vendors and purchasing, and supporting month-end close and audits. The role also helps improve our financial systems and trains staff across departments on financial procedures.

Essential Duties and Responsibilities:

Accounts Payable & Receivable:

• Process and code vendor invoices to the proper class and account, ensuring accuracy and compliance with budget and grant restrictions.
• Route invoices for review and approval, track outstanding payables, and prepare check runs, ACH transfers, and expense reimbursements.
• Prepare and issue invoices; track and record incoming payments, ensuring proper allocation.
• Assist with reconciling donations and grant payments to financial records.

Vendor Management & Purchasing:

• Maintain vendor records, including W-9 forms, and onboard vendors to Bill.com.
• Serve as the point of contact for vendor payment questions, communicating registration and payment status and explaining payment processes to vendors and staff.
• Plan purchases aligned with budgets and program needs; source vendors and negotiate pricing and terms.
• Track inventory, forecast needs, and maintain purchasing records.
• Establish corporate accounts that allow use of Chicago CRED’s tax-exempt status and Net 30 terms (e.g., Office Depot/OfficeMax, Sam’s Club, Costco) to reduce costs and streamline purchasing.
• Create rent payment templates, track rent increases and lease expirations, and maintain utility and rental property records.

Accounting & Compliance:

• Assist with month-end close, account reconciliations, and financial reporting.
• Maintain accurate, well-organized financial records and documentation for audits.
• Collaborate with finance and program teams to ensure compliance with funding requirements.
• Ensure payments and purchases comply with internal controls, financial policies, and nonprofit regulations; support fraud prevention efforts.
• Support budgeting, forecasting, and cost reduction initiatives.

Staff Training and Documentation:

• Develop and maintain standard operating procedures, user guides, and training materials that keep financial workflows consistent.
• Train staff individually and in groups on financial software, expense reimbursement, purchasing, and payment procedures.
• Answer staff questions and clearly communicate process and policy updates across departments.

Process Improvement and Project Ownership:

• Identify inefficiencies in financial and operational processes, recommend practical solutions, and implement approved improvements.
• Administer and troubleshoot financial systems (QuickBooks Online, Bill.com, Expensify); evaluate and help implement new tools that improve automation, internal controls, and reporting.
• Independently manage assigned projects and recurring responsibilities from planning through completion, including timely follow-up and progress reporting.
• Investigate discrepancies, propose corrective actions, and escalate material risks or exceptions promptly.
• Develop tracking tools and reporting templates to strengthen accuracy, accountability, and audit readiness.

Qualifications:

• Strong attention to detail and analytical skills, with sound independent judgment and the ability to manage multiple priorities and deadlines with minimal supervision.
• Advanced proficiency with Microsoft Office Suite (particularly Excel), QuickBooks Online, Bill.com, and expense management platforms.
• Excellent written and verbal communication, including the ability to explain financial procedures and train staff across departments; experience developing training resources preferred.
• Working knowledge of nonprofit accounting, financial controls, reconciliations, and grant-related restrictions.
• Bachelor's degree in Accounting, Finance, Business Administration, or a closely related field required.
• At least 3 years of progressively responsible finance, accounting, or financial operations experience; nonprofit experience preferred.
• Demonstrated experience implementing and using financial or operational software, including configuration, testing, rollout, and staff adoption.
• QuickBooks Online certification preferred.

Location

This position is based in our downtown Chicago office, with occasional travel to site locations on the South and West sides.

Physical Requirements and Working Environment

· Ability to sit or stand for extended periods of time.

· Ability to work with a computer for extended periods of time.

Chicago CRED offers a competitive benefits package which includes medical, dental, vision, disability and 401K.

Chicago CRED, Inc. is an equal employment opportunity employer dedicated to the fair and equal treatment of all its employees without regard to age, gender, race, color, religion, creed, national origin, ancestry, sexual orientation, disability, political or union affiliation, maternity status, parental status, military status, or any other basis prohibited by law. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position.