We’re looking for our next Director of Finance and Administration. You’re the one we’re looking for if you’re detail-oriented, love numbers and have excellent organization, time management, and communication skills. Experience with federal grant management and audits is highly desired.

Minimum Requirements

  1. You must have at least a bachelor’s degree in accounting, or a related field. Equivalent work experience will be considered.
  2. 5+ years of overall professional financial management experience.
  3. Advanced accounting and finance skills, particularly with federal grants management, fund accounting, and audit experience.

Again, these are minimum requirements. Read on if you have those skills and experience.

About the Position

The primary role of the Director of Finance and Administration (DFA) is to oversee all aspects of finance/accounting, including payroll, budgeting and financial analysis; as well as purchasing, and risk management aspects of the organization. Reporting to the President & CEO, you will be a key advisor on strategy for achieving the organization’s goals.  This position will work closely with other staff to support program and fundraising goals. The DFA is a critically important position in upholding the organization’s highly regarded reputation in transparent and accurate financial management.

The successful candidate must be able to work closely with the CEO, the Board, Internal Committee, senior leadership, volunteers, and program staff in a supportive and direct manner. You’ll need strong interpersonal skills, excellent written and oral communication skills, ability to quickly address and solve problems as they arise, be dependable, and be able to maintain confidentiality of sensitive matters.  


 Financial Management: 

  • Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; and oversee all financial operations in a timely manner including project/program and grants accounting, accounts payable, payroll, banking, investments, accounts receivable, all 990 and 1099 requirements, and Annual Report filing with the Secretary of State.
  • Coordinate and lead the annual audit process, liaise with external auditors and the internal committee of the board of directors; prepare necessary documents for external auditors; and assess any changes necessary.
  • Oversee and lead annual budgeting process in conjunction with the CEO; administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership abreast of the organization’s financial status.
  • Assist the CEO with managing organizational cash flow and forecasting.
  • Implement a robust contracts/grants management and financial management/ reporting system; ensure adherence to contract billing and collection schedule.
  • Track/audit all projects and grants on a monthly basis in coordination with program managers.
  • Update and implement all necessary business policies and accounting practices; improve the organization’s overall financial policy and procedures manual.
  • Effectively communicate and present critical financial matters to the CEO and board of directors.
  • Oversee and lead the organization’s negotiation of Federal Indirect Cost Rate proposal with the Department of Interior, and file with the State.
  • Manage reporting and fiscal management requirements in the State of Illinois GATA system.
  • Establish systems and procedures of accountability, as well as analysis, tracking, reporting and forecasting of financial metrics.
  • Ensure timeliness, accuracy, and usefulness of financial and management reporting for funders and Board of Directors.

Risk Management, Human Resources, and Office Management: 

  • Assist the CEO and Internal Committee with HeartLands Conservancy’s human resources and administration, such as employee benefits and required training.
  • Prepare payroll in accordance with the employee policies and benefits and coordinate with payroll contractor.
  • Work with the CEO to evaluate and research employee benefit offerings and make recommendations on changes or updates to the Internal Committee.
  • Work closely and transparently with all external partners including third-party vendors and consultants.
  • Maintain and analyze all leases and insurance policies.
  • Administer the organization’s general purchasing and accounts payable.

Other duties:

  • Requires occasional attendance at events on evenings/weekends (such as quarterly board meetings and select fundraisers).
  • Requires attendance at quarterly board meetings, or as directed by the CEO.
  • Other duties as necessary to ensure operations and finances function effectively.

You are our Ideal Candidate if:

  • You have a Bachelor’s Degree or higher in accounting (or related field) required, ideally with an MBA/CPA or a related degree.
  • You have 5 or more years of financial management experience.
  • You have advanced accounting and finance skills, nonprofit experience, and have experience with federal grants management, fund accounting, and audit experience.
  • You’ve had final responsibility for the quality and content of all financial data, reporting, and audit coordination.
  • You are familiar with Quick Books Online and are proficient with Excel and Microsoft Word. Bonus points if you have worked with Bloomerang CRM and/or Asana.
  • You are intensely curious. You’ll ask your colleagues lots of questions as you learn our processes, program nuances, and needs.
  • You can manage multiple projects simultaneously and meet deadlines.

Salary range and schedule: The salary for this full-time (40-hours per week) position will be based on qualifications but is expected to be in the $60,000-$65,000 range. HeartLands Conservancy will consider flexibility to accommodate a part-time schedule at no less than 28 hours per week with corresponding salary adjustment.

Benefits: HeartLands Conservancy offers ten paid holidays, paid time off, and participation in a SIMPLE IRA, with a 3% salary match, after one year of employment. After 90-days, all full-time employees qualify for up to four (4) weeks of paid family medical leave to care for the birth/adoption of a child, family member, or your own serious health condition. Employees are reimbursed for health, vision and dental insurance premiums up to $450 per month. We provide flexible scheduling options, such as remote work options.

Work Environment: This job operates in a professional office environment. You’ll routinely use standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, and card readers.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk and hear. This position requires the ability to occasionally lift office products and supplies, up to 30 pounds. Long periods of sitting required.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

So, you meet most of the above criteria, and enjoyed (endured?) reading this incredibly long job description? Then here’s how you apply for the position:

To Apply: Please send letter of interest and resume to Mary Vandevord, President & CEO, at careers@heartlandsconservancy.org with “DFA Position” in the subject line. No phone calls, please.

This position will remain open until an offer has been accepted. Candidates will be contacted for further consideration.  The first round of interviews will likely be in August 2021.

HeartLands Conservancy is an Equal Opportunity Employer. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin or ancestry, genetic information, disability, veteran status, marital status, parental status, gender identity, gender expression, sexual orientation (real or perceived), or any other characteristic protected by applicable United State federal or Illinois state law.  We celebrate diversity and are committed to building an equitable and inclusive environment for all employees.