FINANCIAL OPERATIONS SPECIALIST

Job Description

Job Description

  Job Title: Financial Operations Specialist
Department: Business Operations
Reports to: Executive Director and Director of Business Operations
Schedule: Monday–Friday, Full-Time, In-Person
Classification: Year-Round, Salaried Position, Exempt Employee

Overview

Pine Haven Boys Center is a private, nonprofit, nonsectarian residential and educational facility serving boys ages 6–13 who have experienced trauma, neglect, and behavioral or emotional challenges. Located on more than 100 acres in Allenstown, NH—just 10 minutes south of Concord and 15 minutes north of Manchester—our therapeutic and academic programs help students grow academically, emotionally, and socially.

Pine Haven Boys Center is seeking a highly organized and detail-oriented Financial Operations Specialist to manage key payroll, billing, accounting, and financial reporting functions within the Business Operations Department. This full-time, in-person position processes biweekly payroll; manages accounts payable and receivable; oversees billing and collections for state agencies, Medicaid, and local school administrative units (SAUs); completes account reconciliations; prepares monthly financial reports; and supports budgeting, audits, and financial compliance. The position also maintains appropriate internal controls, approval processes, and continuity procedures for essential financial operations. The successful candidate will demonstrate integrity, accuracy, confidentiality, and a proactive approach to resolving discrepancies.

Distinguishing Characteristics

• Maintains strict confidentiality in all payroll and financial matters. 
• Demonstrates integrity, accuracy, and professionalism. 
• Remains highly organized, dependable, and attentive to deadlines. 
• Works independently while collaborating effectively with supervisors and coworkers. 
• Identifies, researches, and resolves financial discrepancies promptly. 
• Communicates professionally with employees, vendors, agencies, and external partners. 
• Follows established internal controls and approval procedures. 
• Manages multiple financial priorities while maintaining accurate, audit-ready records. 
• Exercises sound judgment when handling sensitive financial information.

Key Responsibilities

Payroll

• Manage biweekly payroll, including timecard review, payroll adjustments, deductions, and preparation for processing. 
• Resolve payroll and timekeeping discrepancies with supervisors. 
• Reconcile benefit and retirement deductions. 
• Process wage garnishments, support orders, and other required deductions. 
• Prepare payroll reports, journal entries, and required federal and state filings. 
• Complete quarterly and year-end payroll reconciliations. 
• Review W-2s and coordinate corrections when necessary. 
• Respond to payroll tax notices and agency correspondence. 
• Prepare payroll information for workers’ compensation reporting. 
• Maintain payroll records and monitor relevant payroll and wage requirements. 
• Work with payroll company to resolve payroll, tax, and reporting issues. 

Billing and Collections

• Prepare and submit billing to state agencies, Medicaid, sending agencies, and local SAUs. 
• Verify billing rates, service information, authorizations, and required documentation. 
• Monitor aging balances, denials, missing authorizations, underpayments, and collection status. 
• Correct and resubmit rejected or denied claims. 
• Follow up on outstanding balances and maintain collection records. 
• Provide billing and collection-status reports to supervisor. 

Accounts Payable and Receivable

• Review, code, enter, and process vendor invoices and payments. 
• Confirm appropriate documentation and approval before issuing payments. 
• Reconcile vendor statements and resolve discrepancies. 
• Maintain accurate vendor records and assist with annual Form 1099 reporting. 
• Record and apply incoming payments accurately. 
• Prepare deposits and maintain supporting documentation. 
• Monitor outstanding invoices, aging balances, and payment obligations. 
• Follow up on unpaid or underpaid invoices. 
• Research and resolve payment, billing, and account discrepancies.

Budgeting, Audit, and Compliance

• Assist with preparing and monitoring the annual budget. 
• Review revenue and expenses and explain significant variances. 
• Prepare records and supporting documentation for the annual audit. 
• Assist auditors with requested documentation and explanations. 
• Maintain compliance with financial procedures, internal controls, and organizational policies. 

Internal Controls

• Ensure payments, payroll changes, write-offs, financial adjustments, and bank activity receive appropriate review and approval. 
• Maintain supporting documentation for financial transactions and approvals. 
• Protect access to payroll, banking, billing, and accounting systems. 
• Report unusual transactions or internal-control concerns to the supervisor.

Business Continuity

• Maintain current procedures, calendars, checklists, and deadline schedules for payroll, billing, and accounting functions. 
• Maintain secure access protocols for financial systems. 
• Develop cross-training materials so essential functions can continue during absences. 
• Keep records organized and accessible to authorized backup personnel. 

Additional Responsibilities

• Communicate professionally with employees, vendors, agencies, auditors, and external partners. 
• Provide support for phone and communication systems as needed. 
• Perform other duties assigned by the Executive Director or Director of Business Operations. 

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Management, or a related field. 
• At least two years of payroll, accounting, or financial operations experience. 
• Payroll-processing and timekeeping experience strongly preferred. 
• Nonprofit, Medicaid, or state-agency billing experience preferred. 
• Proficiency with QuickBooks Desktop required. 
• Microsoft Excel and ADP proficiency preferred. 
• Strong organizational, analytical, and communication skills. 
• Ability to maintain confidentiality, work independently, and meet recurring deadlines. 

Work Environment

This role is based on-site at our residential treatment campus and involves interaction with internal staff and external partners. The work is office-based and requires flexibility, accuracy, and professional communication. The ability to manage time effectively and meet deadlines is essential.