IL, Wheaton - Controller
Habitat for Humanity International is a non-profit, ecumenical Christian housing ministry. The purpose and goal of Habitat for Humanity International is to eliminate poverty housing and homelessness from the world, and to make decent shelter a matter of conscience and action. Habitat invites people of all backgrounds, races and religions to build houses in partnership with families in need.
Habitat for Humanity has an Operational Headquarters in Americus, Georgia and an Administrative Headquarters in Atlanta, Georgia, and is a global, non-profit ministry where our employees build futures and lives.
Reports to: Executive director for all operational issues along with independent reporting to board treasurer
Status: Full time salaried with benefits
DuPage Habitat for Humanity is a locally run affiliate of Habitat for Humanity International, a nonprofit, ecumenical Christian housing organization. DuPage Habitat for Humanity works in partnership with a wide range of partners to build affordable housing that fits the community. The houses are sold to qualifying families at no profit and with an interest free mortgage. DuPage Habitat is in the midst of substantial growth and development. We are a midsized affiliate with an aggressive growth plan that will more than double the number of families we served since 1995 in the next three years. We are seeking to make a long-term impact on the supply of affordable housing in DuPage County and the lives of Habitat homeowners.
Summary job description
- Manage all aspects of the affiliate finances and advise and assist in developing and carrying out sound financial policies and procedures.
- Oversee the preparation of the affiliate’s annual budget and month end statements and coordinate the annual audit in conjunction with an independent audit company.
- Prepare monthly financial reports for the board of directors, and additional reporting as needed.
- Work with the volunteer finance committee to oversee affiliate finances.
- Manage the affiliate’s mortgage portfolio.
- Oversee the sale and transfer of investment funds.
- Ensure timely processing of payroll and payroll tax payments.
- Prepare reports and administer debt service for government agencies, as well as matching and grant funds.
- Ensure the affiliate office is staffed during working hours, engage and train volunteers in office tasks, order supplies, pay bills and handle other office functions.
- Oversee employee benefits and assist with other HR issues.
- Provides leadership to staff and volunteers through executive team.
- Assist with other duties as assigned.
Accounting and financial management
- Maintain all accounting records following generally accepted accounting procedures and following financial controls and practices including running monthly trial balance and recommending correcting journal entries.
- Prepare past financial data in support of grant requests, working closely with the executive director and other staff to meet grant requirements.
- Ensure timely and accurate monthly bank reconciliations are performed on all organizational bank accounts, reporting any discrepancies to the HFHS executive director and treasurer.
- Monitor bank activities using the authorized access to the online banking systems.
- Prepare and file property tax and sales tax returns.
- Work with treasurer and auditor to assure timely and accurate completion of annual tax filings and audit.
- Coordinate and oversee physical inventory of capital assets.
- Monitor Habitat ReStore inventory and cash controls including, but not limited to, daily deposit review, surprise cash counts, physical inventory counts and other means consistent with DHFH policies.
- Work with finance committee chair and board treasurer to plan and lead monthly finance committee meetings and board presentations.
- Keep executive director, construction director, and Habitat ReStore manager informed of status on jobs, profitability and cash flow.
- Take initiative to make recommendations for change that would improve the accounting controls and make the accounting activities more efficient.
- Prepare monthly financial reports, bank reconciliations, dashboard report, mortgage management reports, job cost reports and cash projections.
- Ensure all accounts in up-to-date status including construction job-cost accounts and reports, providing weekly reports to the construction director.
- Work with finance committee on quarterly internal audits of affiliate entities.
- Work with outside auditors to prepare annual audit and 990 tax returns
- Prepare necessary reports for grant funding and be able to apply standard GAAP.
- Full-charge administration of payroll including tracking and reporting employment hours worked, benefit hours taken, pay rate changes and submission to the external payroll processing company.
- Be available to answer staff questions regarding their payroll and intervene to correct any errors or omissions.
- Track and report monthly to the executive director and board the status of all benefit hours.
- Corporate/financial records:
- Maintain reports and filing of all corporate financial controls and practices and reports.
- Perform annual audit/review of the sub-contractor certificates of insurance records that are maintained by the construction director and notify the executive director of findings and any deficiencies.
- Maintain current insurance coverage and insurance records; maintain current signatures on record with the bank.
Donations and receipts:
- Supervise deposits, cash-counting and drop box access. Ensure receipt and report and track donations, mortgage payments, pledges and/or other monetary transactions in appropriate manner and on a timely basis and following generally accepted accounting procedures.
- Maintain and manage appropriate balances and fund transfers.
- Maintain petty cash or employee cash advances.
- Reconcile and audit credit card transactions between the point of sale and credit card companies and the bank statement.
- Prepare annual donor report to include total gifts by donor, gifts by category of donors (church, civic, individual, etc.), status of pledges.
- Process grant funds from governmental, SHOP and other sources per their requirements.
Accounts payable, bill payments:
- Manage accounts payable; coordinate coding with responsible staff, entering in QuickBooks, maintaining adequate supporting documentation, projecting cash flow requirements and amounts.
- Write payable checks and ensure bills are paid on time.
- Booking expenses and withdrawals from the bank account.
- Manage mortgage payment activity to include, but not limited to the enforcement of the payment policy, management/coordination of externally and internally maintained escrow accounts and communication with homeowners about their accounts as appropriate.
- Monthly reconcile QuickBooks and mortgage receivable balances, escrow balances and all other mortgage-related.
- Annually reconcile escrow accounts and provide all mortgage holders with revised payment coupons and payment summary for those that are managed internally and verify changes with external mortgage servicing company.
- Coordinate closings and prepare home sale and financing documents (deeds, notes, etc.) for sale of HFHS houses to HFHS partner families.
- Record sale of property and book mortgage receivables at time property is closed.
- Maintain secured files of recorded of mortgages and deed in the locked fire-safe filing cabinet.
- Stay abreast of RESPA regulations and laws and maintain certification as required by HFHI and governmental agencies.
- Able to present DuPage Habitat’s mission, vision and programs to the public, interested homeowners and potential volunteers; assist with promoting the Habitat ReStore and program ministry, maintaining a positive public image.
- Assist with general office administration and assignment of duties to volunteer staff.
- Work with IT committee to maintain computer network system for organization to include, but not limited to, recommendations for upgrades, consistent software across systems, daily back-ups, troubleshooting and routine maintenance.
- Coordinate all repairs and upgrades for office equipment and telephone systems.
- Maintain safe and routine off-site storage of information systems backup as a part of a disaster recovery plan.
- Maintain up-to-date partner family files and mortgage documents, correspondence, construction information and final build costs.
- Supervise and train administrative and accounting volunteers.
- Able to offer devotions at staff meetings, build sites or in other settings as requested.
- Willingness to be flexible and a team player, assisting with other projects when requested.
- Provide warm, welcoming and professional environment.
- Be available to assist a build sites as requested on event builds in a support position.
Knowledge, skills and abilities requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
- Knowledge of and commitment to the Habitat for Humanity concept, principles and covenant.
- Knowledge and practice of generally accepted accounting principles, accounting practices, accounts payable and receivable and payroll.
- Able to write reports, correspondence and communications. Ability to effectively present information to employees, management and volunteers and function as a problem-solver.
- Able to relate to all types of people and levels in and outside the organization. Ability and skill to retain and motivate volunteers.
- Position requires an individual who can schedule multiple priorities; complete tasks in a timely manner.
- Able to take initiative and demonstrate leadership skills in a team-attitude to meet organizational needs.
- Working knowledge of office machines, multi-line phone system, Internet and email usage.
- Must be competent in the use of QuickBooks, MS Office (Excel, Word, Access, Outlook, PowerPoint), knowledge of Raiser’s Edge or other similar donor database program is extremely helpful; familiarity with SharePoint is a plus. Must have the ability to learn new software packages as needed, including mortgage monitoring and other technology to support affiliate operations.
Professional qualifications and experience
The ideal candidate will have:
- A bachelor's degree in accounting or finance or a closely related discipline.
- A MBA or CPA designation is a strong plus.
- Five or more years of experience in the following areas: accounting, finance, business planning and budgeting will full trial balance and adjusting entry completion.
- Preference with experience in nonprofit and/or construction industries.
How to apply:
Please submit resume and cover letter via email to Jobs@dupagehabitat.org.
We are an equal opportunity employer. No phone calls please.