Written by: Kaylee Liu, FCSN Voices Youth Reporter
Graphics by: Angela Zhao, FCSN Voices Graphic Artist

Although people are often unfamiliar with the details of their contributions, behind the scenes, the supporting department works tirelessly as the backbone for Friends of Children with Special Needs (FCSN). This team plays a crucial role in sustaining the nonprofit’s complex operations, working closely with numerous departments in FCSN and taking on significant administrative and managerial responsibilities. Chief Financial Officer Lilian H. Lin, Director of Finance and Administration Judy Yi, and other team members are dedicated to maintaining a strong foundation for FCSN.

Lilian began working part-time at FCSN in 2007, while Judy, whose aunt was one of the organization’s founding members, started full-time in 2008 after a history of volunteering. Over the years, they’ve set up the policies and systems for their department, focusing on keeping operations running smoothly while maintaining professionalism. They have not only adapted their industry experience in finance and accounting to the unique needs of a nonprofit, but also grew to manage several other functions over the years, spending countless time fostering the success and growth of FCSN. “We started from scratch,” Judy said. “Right now, we have regulations, we have rules, but it takes time.”

Now, the team encompasses responsibilities related to accounting, HR, administration, IT, and facilities. “One of the major things is that we need to make sure that we are in compliance with a lot of different entities, so we call ourselves the ‘gate-keepers’ for FCSN, making sure we have adequate processes and procedures to protect FCSN,” Lilian said.

In terms of accounting and financing, routine tasks include processing reimbursements and checks, managing payrolls, collecting receivables from the regional centers, and filing tax returns. The department also handles numerous audits throughout the year. During annual financial audits, auditors review all of FCSN’s books to ensure that what they present to the board and for tax returns are accurate. “We need to keep a very sound book in order to get government fundings and to get people to donate to us—people won’t donate to an agency that doesn’t even have their books closed,” Lilian said. Some other audits FCSN undergoes are annual audits for employees’ 401k retirement plans, compensation audits, and self audits for HR and other functions, ensuring records are accurate prior to outside review. Another vital function under accounting is managing revenue. FCSN receives funds from the government based on client attendance, as well as from outside donations and grant applications. The team accounts for all funds and ensures that they are booked appropriately and allocated to the correct departments or for the proper uses.

HR functions cover the recruiting process, spanning from job postings and interviews to finalizing hires. The team handles employee evaluations, and in the case of departures, terminations as well. Additionally, insurance, as part of employees’ compensation packages, plays a major role in HR for FCSN, especially in regards to employee retention. “We handle a lot of different insurances, so we meet with insurance brokers to define what kind of insurance programs we should have for employees and try to put together a good benefit package,” Lilian said.

On the administration side, the supporting department manages donors, membership, the volunteer database, and purchases, as well as handling different requests for support. “We provide service and consultations to the volunteers, to the donors, to the members,” Judy said. As for IT, needs range from acquiring iPads for classrooms, copy machines, and computer laptops to communicating with internet service providers and managing websites and card key access.

Finally, the department ensures the smooth operation of FCSN’s three buildings—the Osgood Center, Chenming & Margaret Hu Center, and South Bay Center at Bascom. During construction stages, the supporting team is involved in all the key administrative management. Afterwards, the team is in charge of regular maintenance, finding people to solve issues like leakages and breakages. “Whenever we have a new building, … we are usually the first group to move into the new facility to set it up,” Lilian said. “For the Bascom Center, I think Judy and I, we used to work there as the first few people, and just everything, from putting the blinds, the phone systems, ordering the copiers, watering filters, … we were there to set up.”

With so many departments, operations, and members, internal control has become an vital part of FCSN, especially as the organization has significantly expanded over the years, now including more than 180 employees and 350 adult clients. “A lot of the things that we handle are confidential, … so we want to make sure that not only do we bring in the right people, set up the right policies and procedures, but also have very sound internal control,” Lilian said. Looking forward, the supporting department aims to continue maintaining these strong foundations for FCSN. Judy emphasizes her personal goal: to bring the right people to the organization.

After nearly two decades as FCSN employees, Lilian and Judy have seen the nonprofit’s growth and their role in it. FCSN was built on a family-orientated culture, run by a small, close-knit team, but as the organization expanded and began to serve more communities, it became necessary to implement proper procedures in order to maintain legal standing and sustain operations. “It’s becoming more business-like, but we’re trying to maintain the family and the volunteer culture, because volunteers, co-founders, and board members are still a very big part of FCSN. Sometimes, it can be difficult to maintain both, but I think FCSN has done pretty well so far,” Lilian said.

As Lilian and Judy reflect on their work at FCSN, they find being a part of a nonprofit that strives towards a shared community goal incredibly rewarding and impactful. “It’s quite different from working in the industry because you’re working towards a common cause, and you know whatever you’re doing, … you’re working in this organization trying to make the best out of it so you can help more people,” Lilian said. Judy affirms the sentiment, emphasizing both FCSN’s and her own growth over the years. “We are very grateful and very thankful to grow with the organization, to be a part of this big family,” Judy said.