Business Operations Specialist

Overview

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.

• 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 , 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.

• Perform other tasks and assignments as 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…