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Finance & Administration Specialist

Salary: USD 55-60,000   Location: Chicago, IL (in person / hybrid)   Full-time

Klett World Languages is a growing educational publisher with European roots. We are the Chicago-based US arm of the Klett Group, which was founded in 1897 and encompasses 80+ educational enterprises.

At Klett World Languages, we provide the highest quality language materials in Spanish, French, German, and Italian. We create content that helps students build authentic communicative competence, and become global citizens. Our materials are authentic, accessible, and user-friendly, and enable students to learn and deepen their connection to our increasingly global world. We strongly believe that educators play a key role in language learning, and part of our mission is to support them and give them opportunities for professional development. At Klett World Languages, we are driven to change world language education in the U.S. for the better.

Job Summary

The Finance & Administration Specialist will work closely with the VP of Operations and the Operations team to ensure accurate bookkeeping and timely payment of bills and invoices. Moreover, they will coordinate the implementation of the company’s HR procedures and smooth day-to-day office operations. We are looking for a strong team member who is a self-motivated multitasker, follows through on tasks, and thrives in a fast-paced environment.

Job details

Key responsibilities

Finance

  • Operate ERP and record transactions for orders processed and billed by Klett World Languages
  • Create and send AR invoices and oversee collections
  • Monitor aging of AP and AR invoices
  • Prepare and process daily ERP imports of transactions processed by KWL’s e-commerce system and fulfillment partners
  • Generate monthly financial reports from the company’s operations and review them for accuracy
  • Monitor sales tax collections and compliance with relevant state and local laws
  • Propose improvements to the transaction recording process
  • Work with Operations, Educational Technology, Sales, and Marketing teams to implement the company’s spending policies

Human resources

  • Monitor employees’ and managers’ compliance with the company’s HR policies
  • Assist with monitoring day-to-day compliance with labor law
  • Develop and implement health and safety programs and measures
  • Review and submit employee timesheets for payroll
  • Maintain and regularly update the employee manual
  • Maintain employee and freelance consultant roster and statistics
  • Prepare and maintain documents for new hires and freelance consultants
  • Oversee day-to-day administration of benefits
  • Regularly update the company’s workers’ compensation policy

Administration

  • Coordinate domestic and international travel
  • Communicate day-to-day administrative procedures to employees
  • Provide scheduling support
  • Serve as a liaison to the building management for security, safety, and utilities
  • Prepare outgoing correspondence and shipments and coordinate receipt
  • Ensure that all office equipment is kept in good working order
  • Purchase office supplies
  • Assist the VP of Operations with day-to-day communications
  • Other tasks as assigned by the VP of Operations

Required qualifications, knowledge, skills

  • At least a bachelor’s degree
  • 2+ years of bookkeeping experience
  • 1+ year of experience in an administrative role
  • Experience using an accounting software and ERP solutions
  • Proficiency in Spanish
  • High flexibility and adaptability, as required to meet deadlines, and coordinate with colleagues in different time zones
  • Strong time management and prioritization skills, with ability handle multiple tasks with different priorities, and independently manage timelines and deadlines
  • Experience in delivering results with limited supervision in a fast-paced, cross-functional environment, both independently and as a team member

Benefits

  • Health insurance
  • Up to 12 weeks parental leave, paid 50%
  • 16 days PTO, which will increase to 25 days after two years with the company
  • All federal holidays off
  • Retirement plan with 3% employer match
  • Paid lunch break in the middle of an 8-hour work day

To apply, submit your cover letter and resume to jobs@klettwl.com.

*We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, age, or protected veteran status.