Business Operations & Finance Specialist

Job Opportunity at Ronald McDonald House Tampa Bay

At Ronald McDonald House Tampa Bay, every detail behind the scenes helps families focus on what matters most—being together when a child needs care. The Business Operations & Finance Specialist plays a vital role in making that possible. This position is ideal for someone who finds purpose in keeping things accurate, organized, and running smoothly, knowing their work directly supports families during some of the most challenging moments of their lives. If you take pride in reliable systems, thoughtful service, and contributing to a mission that truly makes a difference, this role offers meaningful work in a supportive, values-driven nonprofit environment.

Location: On-site Tampa House Davis Island - with ability to travel to our Tampa/St.Pete locations as needed

Mission Statement: At RMHTB, we provide essential services that remove barriers, strengthen families, and promote healing when children need healthcare.

Values and Guiding Principles: As an employee of Ronald McDonald House Tampa Bay (RMHTB), it is your personal responsibility to provide a positive experience for all guests, supporters, and other mission partners. You should accomplish this by embodying our core values of Compassion, Hospitality, Trustworthiness, Kindness, and Professionalism in all that you do and all your interactions.

Organization: Ronald McDonald House Tampa Bay (RMHTB) has been working to improve the health and well-being of children and their families since 1980. Our primary program, the Ronald McDonald House, provides a place to stay for families that have children receiving medical treatment at Tampa Bay hospitals and outpatient centers. RMHTB operates 5 Ronald McDonald Houses in Tampa Bay, 3 located in St. Petersburg and 2 located in Tampa.

Position Overview: The Business Operations & Finance Specialist plays a key role in supporting the organization's day-to-day accounting and business operations, ensuring accuracy, compliance, and smooth internal processes in support of our mission. This role is responsible for maintaining accurate financial records in QuickBooks, processing accounts payable, supporting restricted fund and grant tracking, and ensuring expenses are properly allocated across programs and funding sources. Working closely with internal leadership and external accounting partners, the Business Operations & Finance Specialist supports monthly close, audit readiness, and ongoing financial compliance. This position also contributes to the organization's operational effectiveness by supporting core business functions that help teams do their best work.

Finance Functions:

• Process vendor invoices and disbursements for all organizational functions accurately, timely, and in accordance with organizational policies and approval controls.
• Manage weekly accounts payable cycles, including check runs and electronic payments, and prepare positive pay files in coordination with banking controls.
• Maintain and update vendor files, ensuring required documentation (e.g., W-9s and payment information) is current and complete.
• Record, code, and allocate financial transactions—including bank deposits, credit card activity, and journal entries—to the appropriate general ledger accounts, programs, grants, and restricted funds in accordance with donor intent and grant requirements.
• Perform monthly reconciliations for bank accounts, credit cards, and assigned balance sheet accounts; investigate and resolve discrepancies promptly.
• Review organizational credit card activity to ensure completeness, accuracy, and compliance with internal expense and documentation policies.
• Prepare supporting schedules and documentation for monthly close and internal financial reporting as needed.
• Collaborate with the external CPA to support monthly close, financial reviews, and year-end audit preparation, including responding to documentation requests.
• Utilize organizational financial and administrative systems accurately and consistently; report system issues or limitations to leadership.
• Maintain compliance with all applicable legal and regulatory requirements related to nonprofit finance.
• Provide limited hands-on operational support as needed during events or high-volume periods, under the direction of business or operations leadership.
• Support the financial aspects and sponsorship of events and organizational activities.
• Perform other related duties as assigned in support of business operations.

This role does not include supervisory or managerial responsibility.

Business Office & Administrative Operations:

• Manage organization-wide mail operations, including secure intake, sorting, routing, and timely electronic distribution.
• Maintain accurate filing and document management systems (digital and physical), ensuring records are organized, accessible, and retained per policy.
• Triage incoming business needs and requests, routing items to the appropriate functional teams (Finance, HR, Programs, Development, and Operations).
• Oversee office and operational supplies management, including inventory tracking, ordering, and vendor coordination.
• Answer and route incoming phone calls, serving as a welcoming first point of contact and providing excellent customer service to families, partners, vendors, and the public.
• Provide general administrative support that ensures smooth day-to-day business operations across the organization.

Job Qualifications:

• Bachelor's degree in business administration, finance, or related field preferred.
• Minimum of five (5) years of experience in a finance or accounting role.
• Proficiency in QuickBooks and Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills and attention to detail.
• Ability to handle confidential financial information with discretion and professionalism.
• Excellent verbal and written communication skills.
• Ability to multitask, prioritize workload, and meet deadlines in a fast-paced environment.

Preferred Knowledge/Skills/Experience:

• Knowledge of nonprofit or fund accounting.

Mental Demands:

• Ability to read, interpret, and comprehend financial and administrative documents.
• Must perform detailed work requiring reasoning, problem-solving, and sound judgment, and manage multiple priorities in a dynamic work environment.

Physical Demands:

• Primarily office-based work with periodic physical activity required to support mission and operational needs.
• Must be able to stand, walk, bend, and lift or move supplies or materials weighing up to approximately 40 pounds during events or operational support activities.

Special Notes:

• The probationary period is 90 days. A review will be conducted by the direct supervisor at 90 days and 1 year; yearly review thereafter with salary consideration by RMHTB.
• Essential requirements are subject to possible modification to reasonably accommodate individuals with disabilities.