Payment Specialist - Contracts and Partnerships

Chicago, IL

Full Time

Programs

Experienced

After School Matters provides Chicago high school teens with high quality, after-school and summer opportunities to explore and develop their talents while gaining critical skills for work, college and beyond. Since 1991, more than 350,000 teens have participated in our hands-on, project-based after-school and summer programs in the arts, communications and leadership, sports and STEM (Science, Technology, Engineering and Math). Programs take place at locations throughout the city including Chicago public high schools, Chicago Park District and Chicago Public Library locations, community organizations, downtown at the Gallery 37 Center for the Arts, in Belmont Cragin at our Michael and Karyn Lutz Center for After School Matters, and in the Pullman community at the new Gately Center for After School Matters. For more information, visit www.afterschoolmatters.org.

Summary of Position:
The Payment Specialist supports the efficient operation of the After School Matters Program Quality and Compliance Department by working closely with the Manager of Contracts and Partnerships to assemble and analyze data supporting all partnership engagement and development, contractual relationship, compliance adherence of Community-Based Organizations (CBO), and managing the financial administration of contracts issued to organizations implementing program. In addition, the analyst will assist with all other functions within the department, including but not limited to, the external CBO Finance audit and Compliance Assessment process for these contracts, the implementation of the overall Compliance Plan, preparing and reviewing internal and external reports as needed.

Major Duties and Responsibilities:

Oversee the administration of CBO contract payments (advanced and final), including reviewing/approving and submitting payments for processing in a timely manner (5-6 times a year), coordinating payment distribution, reconciling expense reports, creating CBO and EI Attributes report for Finance, creating finals estimates report for Finance, creating templates for CBO submission, and excel template for advanced and final CBO payment;
Generate mail-merges and ASM-wide reports such as the Contract Status Report, Contract notification spreadsheets, CBO vs. EI comparisons, Executive Team summaries, and other data analytics;
Coordinate and perform the auditing of financial reports and supporting documentation from recipients of After School Matters contracts, including but not limited to: tracking and scheduling; on-site fieldwork; reviewing contracts; validating supporting documentation; preparing narratives based on findings for sub-committee and management staff; providing opinions on compliance; and synthesizing audit findings into digestible and actionable information and reports;
Oversee the collection and tracking of teen documentation at the end of each program session.
Support the Finance Department in the creation of DFSS invoices, as well as helping generate reports for financial analysis when needed;
Perform site visits to identify non-approved staff and support in document collection to increase staff approval numbers;
Generate and revise online forms (Jotform - PCFs) for contract and other PQC-related purposes
Co-supervise Contracts Intern on logging attendance sheets, mail-merge deadline reminders, etc.;
Provide guidance, technical assistance, and training to internal staff and external recipients of contract funds to ensure that proper accountability systems are developed and implemented.
Coordinate, attend and participate in meetings related to CBO policies, procedures, and payment application;
Demonstrate continuous effort to improve operations, decrease turnaround times, streamline processes, and work cooperatively and jointly to provide quality customer service.
Support in the development and implementation of automated CBO payment system:
Support in the implementation of learning management systems for training and resource development;
Support Contracts and Partnership Manager in cultivating new CBO partnerships;
Coordinate Compliance Assessments and support on-going implementation of improvements (Deloitte plan);
Support/conduct CBO Advisory meetings;
Assist Contracts and Partnership Manager in creating surveys, focus groups, where needed to solicit opinions of CBOs (e.g. mandatory pay rate, potential changes, etc.) to support development CBO payrate and Partnership Model;
Develop, coordinate, and conduct the CBO contractual close-out process (recoupment of equipment, teen document collection);
Other duties as assigned.

Physical Demands:
The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to sit for long periods of time.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is not exposed to weather conditions.
The noise level in the work environment is usually moderate.

Knowledge, Skills and Abilities:

Effective communication skills with an emphasis on customer service and the ability to collaborate with After School Matters staff, management, community organizations and external partners
Ability to summarize issues for management and provide well thought thorough recommendations
Demonstrates professionalism at all times through phone and in-person interactions, and through written correspondence including email
Proven problem-solving abilities and attention to detail with an ability to record detail transaction information accurately
Ability to organize and prioritize in order to meet strict deadlines
Advanced Excel skills with proficiency in other Microsoft Office suite of products
Experience with Intacct or accounting platforms preferred

Experience with producing and reviewing financial reports, and exporting and importing large amounts of financial data and verifying accuracy

Candidate must pass extensive background check

Qualifications:

Bachelors Degree required with 2-3 years of related experience
One year preferred in auditing and analysis experience
Must be able to travel throughout the Chicago area
Valid Driver’s License, insured transportation, and driving record that satisfies our Motor Vehicle Policy required[1]
Cook County residency required

Additional Requirements:
Staff are required to provide proof of COVID-19 Vaccination or have an approved medical or sincerely held religious beliefs exemption prior to starting employment. If a medical or sincerely held religious belief exemption is approved, weekly Polymerase Chain Reaction (PCR) testing is required part of any reasonable accommodation.

How to Apply:
Submit a cover letter and resume at http://afterschoolmatters.applytojob.com/apply

EEO:
After School Matters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income.

Apply for this position

Required*

Apply with Indeed

First Name*

Last Name*

Email Address*

Phone*

Address

Resume*

We've received your resume. Click here to update it.

Attach resume or Paste resume

Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file

Were you a teen participant in After School Matters programs?*

Are you legally eligible for employment in this country?
(Proof will be required if hired.)

Are you 18 years of age or over?

Application Statement:

I certify that all information I have provided in this application is true, complete, and correct to the best of my knowledge.

I understand that, if any information I provide is found to be false, incomplete, or misrepresented in any respect, ASM may (1) cancel further consideration of my application, or (2) immediately discharge me from ASM’s service, whenever it is discovered.

I understand that any offer of employment is contingent upon my successful completion of ASM’s total pre-employment screening process, which may include background checks and references checks. I understand that employment is contingent upon my complying with the COVID-19 vaccination policy requirements, and if employed, I will provide proof of vaccination at the start of employment or provide documentation to support a medical or sincerely held religious beliefs exemption. I understand that employment is contingent upon my complying with the employment verification requirements of the Immigration Reform and Control Act. I understand and agree that, if employed, I may be required to submit to random, cause, and/or reasonable suspicion drug and alcohol screening.*

Application Statement:

I authorize and request that all of my present and former employers and those individuals I have listed as references furnish information about my employment record, including a statement of the reason for the termination of my employment, work performance, abilities, and other qualities pertinent to my qualifications for employment, hereby releasing them from any liability for damages arising from furnishing the requested information.

I understand that nothing contained in this application, or conveyed during any interview which may be granted, is intended to create an employment contract. I further understand that if I am hired, my employment will be at-will, which means that it is for no definite period and may be terminated at any time, without cause or prior notice, at the option of either ASM or myself.*

The following questions are entirely optional.

To comply with government Equal Employment Opportunity and/or Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.

Gender

Race/Ethnicity

Human Check*

Submit Application