Finance/Human Resources Associate

Posting Date: 9/21/2020
Organization: Food Export Association of the Midwest USA
Contact: Recruitment
Location: Chicago, IL 60606
Salary: Based upon Experience
Type: Full Time, Non-Exempt
Categories: Finance, Accounting, Human Resources, Nonprofit
Reports to: Finance Manager

Job Description

The function of this position is to provide support for Food Export - Midwest’s fiscal and benefits operations. This goal will be addressed through general accounting duties, data entry, processing HR and benefits information, and other activities as assigned. In all activities the Finance/HR Associate maintains a positive work atmosphere by performing and communicating in a manner that gets along with members, clients, co-workers and supervisory staff.

Assist in maintaining an integrated, centralized, and accurate financial recordkeeping system including reporting, banking, and payroll to provide effective control and reporting of the organization’s financial data. Responsible for data entry, clerical responsibilities, bookkeeping, and verification of information for all Food Export – Midwest accounts and funds using the MIP Accounting System.

  • Reviews invoices for accuracy and verify amounts, and route for approval signature in accordance with established policy.
  • Prepares checks and wires for signature and disbursement/processing according to policy.
  • Records and deposits receipts timely according to guidelines.
  • Ensures the proper entering and tracking of encumbrances. 
  • Assists Finance Manager with necessary financial records as requested by auditors.
  • Responds to inquiries from vendors and activity managers regarding payments for specific activities.
  • Prepares and maintains FAS claim records in a manner that ensures compliance requirements are being met.
  • Assists in the organization and maintenance of Food Export – Midwest’s financial records in accordance with organization policy.
  • Assists in the search for new vendors and prepares a competitive analysis for management review.
  • Assists in the annual updating of Food Export – Midwest’s documented accounting procedures.
  • Works closely with counterpart at Food Export - Northeast to ensure consistency in procedures and a smooth process for re-billings.
Assists in the internal administration of Human Resources, Payroll, and employee benefits for Food Export - Midwest employees, primarily using ADP Workforce Now.

Assists with accurate and timely initial enrollment and enrollment changes for employees for all relevant insurance and retirement benefits. 
  • Serves as a contact for Food Export - Midwest staff on issues related to signup, changes, and questions regarding benefits.
  • Maintains employee files and electronic data in accordance with organization policy.
  • Monitors employee sick, personal, and vacation time balances to help ensure accuracy.
  • Assists in the annual updating of the Food Export - Midwest Employee Handbook.
  • Assist in tracking and reporting Food Export- Midwest’s payroll semi-monthly to ADP.
  • Assists in the search for competitive benefits programs and related costs; prepares a competitive analysis for management review.
  • Conducts new hire orientation that addresses important Food Export – Midwest’s benefit information, compiles needed documents, and gives the new hire a general sense of operations.
  • Coordinates interviewing, testing, and hiring of new employment candidates.
  • Helps ensure Food Export – Midwest’s compliance with Federal, State, and USDA/FAS Civil Rights rules
    regulations.
  • Participates on committees that assist in developing staff outings, organizational events, and other teambuilding exercises.

Undertakes special projects as may be assigned by the Finance Manager, Deputy Director or Executive Director that are important to Food Export - Midwest, its member states and company participants.

Perform his or her duties in a manner that is consistent with the Organization's Standards of Excellence.

Requirements

Education/experience requirements:
  • Requires completion of a bachelor's degree in accounting, human resources, or closely related field and a minimum of 2 years’ work experience, in areas of fund accounting, human resources, non-profit, government program administration, or closely related field.
Knowledge requirements
  • Requires an understanding of generally accepted accounting principles, including fund accounting, and all internal control practices and their practical implementation. An understanding of and experience with operating MIP Fund Accounting (MIP) fund accounting software program, and/or ADP Workforce Now human resource/payroll system (administrator role) is strongly desired. The ability to follow detailed regulations of a federal marketing program and apply those regulations in a day to day context is expected within the 90-day training / orientation period.
Skill requirements
  • Requires complete attention to detail, organization and administrative skills; requires ability to operate a personal computer, including Microsoft Office 365, particularly Excel 365. Must be able to prepare in-person, virtual, and written reports in a professional and concise manner. Must be able to communicate effectively and clearly to group and individual audiences.

Discretion and Accountability

  • The position reports to the Finance Manager. The Finance - Human Resources Associate is expected to meet the goals as established in the strategic plan and semi-annual performance review. This position is also responsible for drafting work priorities that will accomplish the goals and objectives in an effective and efficient manner.
Unusual Physical Demands
  • Work is performed in a standard office environment. This position requires light duty physical work, conducting general office duties, occasional participation in trade shows or market promotions. Requirements include carrying multiple files and printed materials, with domestic travel between one and three weeks per year. There may be an opportunity for international travel.

How To Apply

  • Interested individuals should submit a letter of interest, resume, and references, in confidence, to: recruitment@foodexport.org.
  • We offer an excellent benefits package
  • Must be authorized to work in the United States
  • Financial assistance for relocation is not budgeted for this position
Food Export - Midwest is an equal opportunity employer.

Employer Information

Food Export – Midwest is a private, non-profit trade association of Midwest state agricultural promotion agencies.  Our mission is the development and expansion of international markets for U.S. food and value-added agricultural products.  We participate in the Market Access Program (MAP) of the Foreign Agricultural Service of USDA.

It is our policy to provide equal employment opportunity to all qualified employees and applicants for employment without regard to age, disability, national origin or ancestry, race, color, religion, creed, gender, sexual orientation, marital status, parental status, political affiliation, military discharge status or membership in the military reserve, source of income, or other status protected by applicable state, federal or local law. It is our intent and desire at Food Export - Midwest that equal employment opportunities will be provided in employment recruitment, selection, compensation, benefits, promotion, demotion, layoff, termination, and all other terms and conditions of employment. Persons with disabilities or who otherwise require alternate means of communication of organizational or program information can contact us at the address/url located above.
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