Boys & Girls Clubs of America

Fiscal Assisant, State Alliance Illinois

Posted Date 1 week ago(3/9/2018 3:27 PM)
Job ID
State Alliances
Springfield, IL


Under the supervision of the Operations Manager, State Alliance – Illinois, the Fiscal Assistant is responsible for reviewing and processing fiscal reimbursement documentation of monthly expenditures from Clubs and compiling the information in reports. In addition, this position will create and review spreadsheets for Alliance projects and work with Alliance sites’ staff to ensure that expenditures and other related deliverables are in compliance with fiscal guidelines. The Fiscal Assistant will also provide other administrative support, including record maintenance for grant reimbursement packets. This position is currently funded by the State of Illinois Alliance with continuation of this position contingent upon the renewal of funding.


Fiscal Reimbursement Processing

  • Process fiscal reimbursement requests from Clubs for Alliance projects; communicate with Clubs on a regular basis to ensure timely submission of reimbursement requests, in consultation with supervisor.
  • Review fiscal expenditure reimbursement request documents (receipts, payroll records, monthly expenditure summary form) submitted by Clubs for accuracy,  allowable expenditures and with adherence to individual Club budgets.  Must be knowledgeable of stated grant and project expenditure guidelines of each funder.
  • Provide technical assistance on project budgets/expenditures to Club staff.
  • Contact subcontracted Clubs’ staff to obtain accurate or missing information: signatures, receipts, payroll records, etc. and work with Clubs to obtain corrected requests as needed.
  • Provide summary expenditure forms for Club payments and supporting documentation to supervisor and/or Alliance Director for review and approval prior to payment.
  • Prepare check request forms per supervisor and/or Operations Manager.

Fiscal Tracking and Reporting

  • Assist with preparing fiscal spreadsheet reports and tracking of sites’ and project revenue/expenses against budget.
  • Communicate ongoing fiscal status of sites’ and project expenditures to supervisor and Clubs as needed to allow them to manage project budgets effectively. Monitor and communicate any issues of Clubs’ fiscal non-compliance to supervisor and/or Operations Manager based on Alliance and funder policies and procedures.
  • Review site budget spreadsheets and communicate with Clubs to correct deficiencies. Compile Clubs’ individual project budgets into cohort budget summary spreadsheets.
  • Work with Clubs’ staff to resolve problems with fiscal compliance.
  • Create accurate drafts of grant expenditure reports for funding agencies and present to supervisor and/or Alliance Director for review.
  • Assist with reconciliation of Alliance grant expenditures to the general ledger on an ongoing basis.
  • Assist with maintaining systems for tracking fiscal data including a queue/log of reimbursement requests and an Access database of expenditures and current project budget status.
  • Create other spreadsheets as needed.

Administrative Support

  • Assist with processing accounts payable and maintaining accounts payable records.
  • Maintain and file records of Clubs’ expenditures for grants in a complete and orderly manner.
  • Provide data to fiscal agent as needed.
  • Prepare information per supervisor and/or Operations Manager to meet special requests for data.
  • Provide other administrative support for Alliance as needed.
  • Work cooperatively with fiscal agent to ensure their receipt of needed fiscal data on an on-going basis in collaboration with supervisor and/or Operations Manager.


  • Establish and maintain positive working relationships with Club CPOs and staff, BGCA staff and other constituents as needed.
  • Perform other related duties as assigned by supervisor and/or Alliance Director Illinois.
  • Demonstrate BGCA mission driven values of integrity, excellence and inclusion and integrate into work environment and ways of work.
  • Adhere to organizational policies and procedures as described in BGCA's Employee Handbook, Ethics Policy and elsewhere


Environment and Working Conditions:
Normal internal working environment estimated travel may be less than 10% (can be up to 1 - 2 days or more in a given month, including weekends - depending upon scheduling requirements). The individual selected for this position must possess and maintain a valid driver’s license and be able to navigate areas of the country by using a map or other direction methods.


Physical and Mental Requirements:

Ability to carry out detailed and complex instructions; ability to interact with coworkers and public by telephone and in person as a member of a team to provide services to customers, both external and internal; ability to perform a variety of duties and to prioritize tasks to meet organizational needs. Ability to clearly and concisely exchange ideas, facts and/or technical information and guidance in person, by telephone, email, fax or correspondence. Physical requirements include: sight, hearing, sitting for four + hours a day, standing for one to two + hours a day, stooping; skills essential for successful communications include speaking, writing and reading comprehension.



Associate’s degree or education/experience equivalency. Bachelor’s degree preferred in Accounting or related field or education/experience equivalency.



Prior fiscal support experience with expense tracking, grant budgets and/or auditing preferred.



Intermediate Microsoft Office skills (Word, PowerPoint, Access and Outlook); advanced Microsoft Excel; ability to perform a volume of numerical detail work with speed and accuracy; ability to prepare financial and other reports in a systematic and legible manner; must be knowledgeable of budget management and/or auditing principles; high degree of accuracy, attention to detail and follow through; professional telephone etiquette skills; demonstrated high standards of ethics and integrity; strong organizational skills; ability to prioritize, multi-task and work under time pressures; good verbal, written and interpersonal communication skills; and excellent customer service skills and the ability to work with others as part of a team effort.


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