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Business Operations Specialist
4 months ago
**SPECIAL SERVICE FOR GROUPS, INC.**
**JOB DESCRIPTION**
**Title**:Business Operations Specialist
**Division**:HOPICS
**FLSA**: Non-Exempt, Full-Time
**Supervisor**:Sr. Mgr. Business Operations
**Pay Rate**:TBD
**Revised**:12/09/2021
**Summary**:
Under the Senior Manager, Business Operations and Deputy Director are responsible for assisting Senior /Executive Management. Responsibilities include managing account payables, vendor relationships, and may include screening calls; making travel arrangements, and assisting with a meeting, preparing month-end reports and financial data. Work involves assisting in the planning and executing meetings; opening, sorting, and routing of mail; maintaining records and files, including financial analysis and presentation.
**Essential Functions**:
- Manage and maintain all aspects of Accounts payable from receipt, verification, and processing.
- Analyze transaction information to identify refunds, delinquent accounts, and insufficient payments.
- Resolve issues with delinquent accounts through contacting and working with the customer.
- Reconcile transactions with statements.
- Maintain an accurate financial record of all receivable transactions, verifications, etc.
- Secure financial data via data backups and security monitoring.
- Offer creative budget, cash flow, and other financial solutions as needed.
- Collaborate with Senior Managers and accounting managers to maintain company financial health.
- Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
- Charges expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries.
- Pays vendors by monitoring discount opportunities, verifying federal id numbers, scheduling, preparing checks, and resolving purchase orders, contracts, invoices, or payment discrepancies and documentation.
- Verifies expense reports and requests for advances or reimbursements.
- Proactively recommends improvements to increase organizational performance within different departments to improve A/P and budget efficiency.
- Optimize A/P business processes, perform analyses, deliverables, and respond to internal requests.
- Reconcile Supply orders, receivables, and payables.
- Responsible for supporting business systems to ensure the highest level of performance.
- Ensure that the operation department has adequate and suitable resources to perform efficiently.
- Support the preparation of reports for senior management and ensure the department meets establish goals.
- Responsible for generating a wide variety of documents such as letters, memoranda, minutes, reports, and spreadsheets are utilizing appropriate software.
- Assists in the preparation of vouchers, invoices, and requisitions. Electronically file and categorize all approved check requests.
- Review all incoming invoices and prepare paper and electronic financial assistance check requests, and distribute subcontractor payments.
- Maintain database to ensure timely payments to a subcontractor, assist with troubleshooting discrepancies.
- Maintain relationships with partners/vendors/suppliers.
- Assists in the preparation of budgetary and expenditure statements by collecting and inputting relevant data as directed.
- Undertakes essential information gathering, as directed, compiles data for entry, enters, and verifies data.
- Responsible for assisting in coordinating travel arrangements by preparing to cost, obtaining quotes from travel agencies, and performing other related tasks.
- Respond to phone calls, messages, and /or redirect callers when needed.
- Perform general office duties such as typing, operating office machines, sorting, and processing mail.
- Work on special projects to ensure seamless and on-time execution.
- Work closely with the business operations team to oversee daily business operations and Ad hoc projects.
- Responsible for adherence to all administrative policies and procedures within the office
- Maintain confidentiality of all information that is accessible.
- Assist in the preparation of CES, Staff, and other business meetings within the Division.
- Perform other duties as assigned.
**Secondary Functions**:
- Perform other tasks and assignments as required.
**Minimum Qualifications - Knowledge, Skills, and Abilities Required**:
- Bachelor’s Degree in accounting or five years booking experience.
- Experience with Accounting principles (Accounts Payables).
- Excellent Excel Data Base skills.
- Experience in a business work environment preferred.
- Maintain Confidentiality.
- Must have the ability to learn assigned tasks of limited complexity and variety readily.
- Knowledge of Homeless Services.
- Exhibit a calm demeanor to maintain a positive work environment.
- Excellent verbal and written communication skills.
- Strong office/business acumen.
- An eye for attention to detail.
- Demonstrated experience and knowledge of PC hardware and software (i.e., Microsoft Suite, Int
