Finance & HR Manager

Circle Urban Ministries; Chicago (IL); On-site; USD 65,000 - 95,000; Full time

Job summary

Circle Urban Ministries, a Chicago nonprofit, seeks a hands-on Finance & HR Manager to oversee daily finance, payroll, benefits, and HR operations. The role blends accounting, grants, employee administration, and compliance to strengthen controls and ensure timely, well-documented processes.

Reporting to the COO, you will manage AP/AR, payroll administration via Paychex Flex, benefits, budgeting support, and HR records, while driving process improvements across finance and people functions.

Responsibilities

• Manage day-to-day accounts payable and accounts receivable processes, including invoice review, coding, documentation, and follow-up.
• Support bank and account reconciliations and maintain accurate financial records in QuickBooks Online.
• Assist with month-end and year-end close activities.
• Prepare and coordinate journal entries and ensure transactions are recorded in the appropriate accounting period and cost center.
• Maintain grant-related financial records, including cost allocations, reimbursable grant documentation, invoicing, and financial reporting.
• Monitor budgets, expenditures, receivables, and outstanding vendor obligations and elevate concerns to the COO.
• Support annual audit preparation by maintaining organized schedules, documentation, and responses to auditor requests.
• Assist with budgeting, forecasting, cash-flow reporting, and financial reporting as requested.
• Maintain strong internal controls and recommend process improvements that increase accuracy, consistency, and efficiency.
• and other duties as assigned.
• Administer bi-weekly payroll through Paychex Flex, including review of timekeeping, payroll changes, deductions, and supporting documentation.
• Maintain employee benefit deductions and support annual open enrollment, new enrollments, qualifying life events, and carrier reconciliation.
• Coordinate benefits administration for medical, dental, vision, life, disability, and voluntary benefit programs.
• Maintain accurate and confidential employee personnel records and required HR documentation.
• Coordinate recruiting, onboarding, employee changes, and offboarding processes.
• Support supervisors with timekeeping administration, attendance documentation, and routine employee-relations matters.
• Administer HR policies and procedures consistently and assist with updates to the employee handbook, forms, and internal processes.
• Coordinate workers' compensation, unemployment, insurance, and other employment-related administrative matters.
• Track required filings, deadlines, certifications, and compliance documentation.
• and other duties as assigned.

Job description

Circle Urban Ministries is seeking a hands-on Finance & Human Resources Manager to manage the day-to-day execution of the organization's finance, payroll, benefits, and human resources functions. This is an ideal role for a well-rounded nonprofit or small-organization professional who is comfortable moving between accounting, payroll, grants, employee administration, and compliance.

Reporting to the Chief Operating Officer, this position will strengthen the systems and controls that support Circle Urban's operations while ensuring timely, accurate, and well-documented financial and HR processes.

Key Responsibilities - Finance & Accounting

• Manage day-to-day accounts payable and accounts receivable processes, including invoice review, coding, documentation, and follow-up.
• Support bank and account reconciliations and maintain accurate financial records in QuickBooks Online.
• Assist with month-end and year-end close activities.
• Prepare and/or coordinate journal entries and ensure transactions are recorded in the appropriate accounting period and cost center.
• Maintain grant-related financial records, including cost allocations, reimbursable grant documentation, invoicing, and financial reporting.
• Monitor budgets, expenditures, receivables, and outstanding vendor obligations and elevate concerns to the COO.
• Support annual audit preparation by maintaining organized schedules, documentation, and responses to auditor requests.
• Assist with budgeting, forecasting, cash-flow reporting, and financial reporting as requested.
• Maintain strong internal controls and recommend process improvements that increase accuracy, consistency, and efficiency.
• and other duties as assigned.

Key Responsibilities - Payroll, Benefits & Human Resources

• Administer bi-weekly payroll through Paychex Flex, including review of timekeeping, payroll changes, deductions, and supporting documentation.
• Maintain employee benefit deductions and support annual open enrollment, new enrollments, qualifying life events, and carrier reconciliation.
• Coordinate benefits administration for medical, dental, vision, life, disability, and voluntary benefit programs.
• Maintain accurate and confidential employee personnel records and required HR documentation.
• Coordinate recruiting, onboarding, employee changes, and offboarding processes.
• Support supervisors with timekeeping administration, attendance documentation, and routine employee-relations matters.
• Administer HR policies and procedures consistently and assist with updates to the employee handbook, forms, and internal processes.
• Coordinate workers' compensation, unemployment, insurance, and other employment-related administrative matters.
• Track required filings, deadlines, certifications, and compliance documentation.
• and other duties as assigned.

What Success Looks Like

• Payroll and benefit deductions are accurate, timely, and routinely reconciled.
• Monthly finance processes are completed consistently with clear supporting documentation.
• Grant expenses, allocations, invoices, and reimbursements are organized and traceable.
• Employee records and HR processes are current, confidential, and consistently administered.
• Audit and compliance requests can be answered efficiently from well-maintained records.
• The COO can focus more heavily on organizational operations, strategy, systems, risk, facilities, and cross-department leadership while maintaining appropriate financial and HR oversight.