Operations Assistant & Bookkeeper

Position Title(s): Executive Assistant to the Director of Engagement

Be Strong Families (BSF) is a national 501 c-3 organization whose mission is partnering with organizations, government, parents, and youth to reweave the fabric of society, one conversation at time. We do this through the empowered engagement of vulnerable parents, youth, children, and extended family members, and our organization is comprised of a passionate, dedicated, diverse team that works in partnership with systems, service providers, and parents. BSF's primary methods for accomplishing its mission are training and technical assistance related to the Strengthening Families Protective Factors, parent engagement, and innovative conversation technologies called Cafes. BSF teaches groups across the country how to host Parent Cafes, Vitality Cafes, #WoWTalk Cafes for Youth and Young Adults, and community cafes to advance healing, justice, prosperity, safety, and freedom as well as other variations of World Cafe and supports them through the implementation process to meet their goals. BSF provides more than 500 workshop/service events per year across the country.

The Operations Assistant & Bookkeeper is a key member of the Operations and Finance team, supporting both the day-to-day functioning of the organization and the accuracy of our financial systems.

This role is ideal for someone who is highly organized, detail-oriented, and enjoys working across teams. The position balances operational support (office coordination, logistics, and systems) with bookkeeping responsibilities (financial data entry, tracking, and reconciliation).

This role helps ensure that BSF runs smoothly behind the scenes so that our programs and partnerships can have the greatest possible impact.

Reports to: Director of Finance & Administration
Location: Hybrid (Chicago, IL – 4 days in-office + 1 day remote)

Supervises: NA

Key Responsibilities:

1. Bookkeeping & Financial Support (Approximately 50%)

• Support accounts payable and receivable processes, including tracking invoices and monitoring payments
• Enter and maintain accurate financial data in QuickBooks and related systems
• Assist with credit card and expense reconciliation, ensuring expenses are properly coded and supported with documentation
• Maintain organized and up-to-date financial records, including invoices, receipts, and W-9s
• Support monthly close processes by preparing documentation and coordinating with external accounting partners
• Assist with tracking accounts receivable and deposits, ensuring alignment with internal records
• Support audit preparation and other financial reporting needs as assigned

2. Operations & Office Support (Approximately 50%)

• Help ensure smooth day-to-day office operations, including supplies, equipment, and workspace organization
• Manage mail processing, including pickup, sorting, scanning, and routing to appropriate team members
• Support printing, shipping, and fulfillment of materials and publications
• Provide front-line support for general inquiries, helping route requests to the appropriate team
• Assist with data entry and system maintenance in HubSpot (CRM)
• Support logistics for meetings, trainings, and organizational events
• Assist with onboarding coordination and general HR administrative tasks
• Contribute to improving systems and processes to increase efficiency and clarity across teams

Qualifications

Required

• 2+ years of experience in bookkeeping, administrative, or operations support roles
• Basic understanding of accounting principles and financial processes
• Strong proficiency in Microsoft Office (especially Excel)
• High attention to detail and commitment to accuracy
• Strong organizational and time management skills
• Ability to manage multiple priorities and meet deadlines
• Strong communication skills and a collaborative, team-oriented approach

Preferred

• Experience with QuickBooks, Bill.com, Gusto, and/or HubSpot
• Experience working in a nonprofit or mission-driven organization
• Familiarity with month-end close and financial reporting processes
• Experience supporting cross-functional teams (finance, operations, programs)

Core Competencies

• Attention to Detail: Ensures accuracy in financial and operational tasks
• Accountability: Follows through on responsibilities and meets deadlines
• Collaboration: Works effectively across teams and supports shared goals
• Problem-Solving: Takes initiative to identify and resolve issues
• Adaptability: Thrives in a dynamic, growing organization

Status: This is a Full-Time Hybrid (40 hours/week) position, Exempt
Salary: $50,000

Pay: $48,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Bookkeeping, administrative, or operations support roles: 2 years (Required)

Ability to Commute:

• Chicago, IL 60608 (Preferred)

Work Location: Hybrid remote in Chicago, IL 60608