Business Operations Specialist

Job Description

Job Description

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. 
• Proficiency in Microsoft Office applications (Excel and Database). 
• An eye for attention to detail. 
• Demonstrated experience and knowledge of PC hardware and software (i.e., Microsoft Suite, Internet, Social Network Platforms, database). 
• Highly Proficient and Professional writing and oral communication skills. 
• Requires strong interpersonal skills and the ability to relate to staff from various cultures, languages, and educational backgrounds. 
• Valid California Driver License.
• Able to organize and manage multiple priorities. 
• Possess the ability to remain calm in a crisis. 
• Background clearance, Vaccination (upon hire), and TB tests are required. Verification should be no more than (3) months before or (7) days after the hire date and renewed annually after that. 
• CPR and First Aid certification are required within 30 days of employment with the company. 
• Must have reliable transportation and valid insurance. 

Environmental Conditions (Working Conditions): 

• The individual in this position may be exposed to weather conditions prevalent at the time; the noise level is usually high, exposed to highly aggressive clients; the office environment is high-paced and diverse.

Physical Requirements:

• This position's physical activities include typically spending time sitting, standing, walking, driving, typing, thinking, writing, speaking, carrying (max. 30 lbs.), listening, speaking. 

Mental Requirements: 

• The individual's mental activities are required to include handling any/all of the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules, process information, think, and conceptual.

Special for Services Groups an Equal Opportunity / Affirmative Action Employer.