Director of Operations and Financial Management (50072)

RISEBORO COMMUNITY PARTNERSHIP•New York, NY

3d•$118,000 - $123,000

About The Position

Director of Operations and Financial Management will provide direction and leadership overseeing the day-to-day financial functions of our RB Seniors division. They will serve as the liaison to RB’s Infrastructure Departments including but not limited to Finance & Accounting, Accounts Payable, Account Receivables, Collections, Grants Management, Payroll, Human Resources, Risk Management and IT. In addition, Director of Operations and Financial Management will track the financial performance for all government funded contracts and fundraising activities. Other duties and responsibilities include: Operational Duties: Improve the business processes for each program through analysis and collaboration Get involved in long-term business planning at the managerial and executive level Assist in Project Management and conduct research as directed Ensure department managers meet budget and invoice submission deadlines Track incident reports and coordinate reporting with Risk Management Oversee contract management process Identify ways to streamline work and proactively work to resolve incidents that require immediate attention in the division Along with the Operations Manager coordinate and track Certificates of Occupancy, PA permits and food service establishment permits, suppression system inspections, fire extinguishers, etc. Oversee facilities management for the programs In conjunction with Operations Manager and HR oversee divisional recruitment, including job description development and creation of requisitions Provide technical assistance in program operations, nutritional and delivery, staffing, and coordination with the Local 338 union contract as needed Ensure that programs meet funding source requirements In conjunction with the Data Analyst and the Director of Programming and Director of Clubs review quarterly service units and track performance indicators for the Division; advise VP of Seniors and Director of Senior Services on underutilization Participate in monthly division and administrative meetings as well as other meetings and/or seminar as necessary Develop new initiatives and future program expansion Other departmental and agency-wide duties as assigned Accounting, Finance & Payroll Duties: Design effective budget models for the Seniors division Work with VP of Seniors and Division Director’s to prepare budgets and budget modifications for all grants, non-funded programs and division operating activities Maintain records of grants information including but not limited to budgets, work-scope and programmatic reports for auditing purposes Analyze financial information (e.g. revenues, expenditures and cash management) to ensure all operations are within budget by performing monthly budget to actual variance analysis Report variances between actual and budgeted financial results at the end of each reporting period to the finance department and review with program directors Present annual budgets to Finance department, CEO and Board of Directors as needed Perform on-going forecasting to ensure grants are maximized Review budgets to ensure compliance with contractual and legal regulations Coordinate requests to funder for approval to purchase equipment and one-time costs as applicable; Conduct periodic review of cost allocation schedules to ensure accuracy; this includes personnel, fringe, food costs, liability insurance, and all OTPS Request property codes (previously referred to as cost centers) for new grants & contracts and at the start of new fiscal years; Oversee all purchasing activities including the approval process and tracking of expenses and income for all Seniors division departments Review accounting software to ensure program invoices are approved in a timely manner to the Accounts Payable department; Assist with communication to vendors regarding payments and concerns on accounts Review and/or prepare capital expense requests and review vouchers sent to funding agencies to ensure accuracy Identify ledger inaccuracies and prepare journals to effect change Review monthly cost allocations to ensure accuracy to that all cost are allocated correctly and review unbilled items to ensure timely approval and proper allocation prior to payroll cut-off date Attend monthly financial meeting with the Finance department to coordinate with fiscal staff and report back to VP Coordinate periodic (minimum quarterly) will division Director’s to assess income/expense patterns and create plans and benchmarks to ensure that all are on track to stay within the respective budget(s) Work with Division Directors to secure appropriate backup source documentation to substantiate invoices and claims Ensure payroll reports are reviewed and corrections returned to the Payroll Department in a timely manner Coordinate back-up as needed for and prepare journal entries for corrections to payroll certifications and retroactive allocations Recommend spending improvements that increase profits Process PAFs (Performance Action Forms) for staff as needed Work closely with HR and the Operations team on recruitment and hiring of staff in compliance with agency, contractual and other regulatory agencies policies and procedures, including but not limited to approval of job requisitions Maintain necessary files for audits Mains confidentiality at all times Other duties as required by the organization

Requirements

Must be detail-oriented and possess excellent communication and organizational skills
Experience with Microsoft office programs, with advanced knowledge of word and excel
Ability to deal professionally with confidential information.
Must have experience and knowledge of bookkeeping, budgeting and financial analysis
Commitment to organization’s mission, vision and values
Ability to understand the concepts of institutional and structural racism and bias and their impact on underserved and underrepresented communities
Have a demonstrated commitment to supporting communities who have experienced systemic oppression and bias (e.g. people of color, LGBTQ+ people, immigrants, justice involved persons, etc.)
Bachelor’s degree from an accredited college or university with a major in business, finance, math or any other related field and 3 years of bookkeeping; or
Associates degree and 5 years of bookkeeping

Responsibilities

Improve the business processes for each program through analysis and collaboration
Get involved in long-term business planning at the managerial and executive level
Assist in Project Management and conduct research as directed
Ensure department managers meet budget and invoice submission deadlines
Track incident reports and coordinate reporting with Risk Management
Oversee contract management process
Identify ways to streamline work and proactively work to resolve incidents that require immediate attention in the division
Along with the Operations Manager coordinate and track Certificates of Occupancy, PA permits and food service establishment permits, suppression system inspections, fire extinguishers, etc.
Oversee facilities management for the programs
In conjunction with Operations Manager and HR oversee divisional recruitment, including job description development and creation of requisitions
Provide technical assistance in program operations, nutritional and delivery, staffing, and coordination with the Local 338 union contract as needed
Ensure that programs meet funding source requirements
In conjunction with the Data Analyst and the Director of Programming and Director of Clubs review quarterly service units and track performance indicators for the Division; advise VP of Seniors and Director of Senior Services on underutilization
Participate in monthly division and administrative meetings as well as other meetings and/or seminar as necessary
Develop new initiatives and future program expansion
Design effective budget models for the Seniors division
Work with VP of Seniors and Division Director’s to prepare budgets and budget modifications for all grants, non-funded programs and division operating activities
Maintain records of grants information including but not limited to budgets, work-scope and programmatic reports for auditing purposes
Analyze financial information (e.g. revenues, expenditures and cash management) to ensure all operations are within budget by performing monthly budget to actual variance analysis
Report variances between actual and budgeted financial results at the end of each reporting period to the finance department and review with program directors
Present annual budgets to Finance department, CEO and Board of Directors as needed
Perform on-going forecasting to ensure grants are maximized
Review budgets to ensure compliance with contractual and legal regulations
Coordinate requests to funder for approval to purchase equipment and one-time costs as applicable
Conduct periodic review of cost allocation schedules to ensure accuracy; this includes personnel, fringe, food costs, liability insurance, and all OTPS
Request property codes (previously referred to as cost centers) for new grants & contracts and at the start of new fiscal years
Oversee all purchasing activities including the approval process and tracking of expenses and income for all Seniors division departments
Review accounting software to ensure program invoices are approved in a timely manner to the Accounts Payable department
Assist with communication to vendors regarding payments and concerns on accounts
Review and/or prepare capital expense requests and review vouchers sent to funding agencies to ensure accuracy
Identify ledger inaccuracies and prepare journals to effect change
Review monthly cost allocations to ensure accuracy to that all cost are allocated correctly and review unbilled items to ensure timely approval and proper allocation prior to payroll cut-off date
Attend monthly financial meeting with the Finance department to coordinate with fiscal staff and report back to VP
Coordinate periodic (minimum quarterly) will division Director’s to assess income/expense patterns and create plans and benchmarks to ensure that all are on track to stay within the respective budget(s)
Work with Division Directors to secure appropriate backup source documentation to substantiate invoices and claims
Ensure payroll reports are reviewed and corrections returned to the Payroll Department in a timely manner
Coordinate back-up as needed for and prepare journal entries for corrections to payroll certifications and retroactive allocations
Recommend spending improvements that increase profits
Process PAFs (Performance Action Forms) for staff as needed
Work closely with HR and the Operations team on recruitment and hiring of staff in compliance with agency, contractual and other regulatory agencies policies and procedures, including but not limited to approval of job requisitions
Maintain necessary files for audits
Provide leadership and direction to the bookkeeping staff and operations manager to ensure the delivery of high performance, acting as an enthusiastic, positive and motivated coach
Ensure that bookkeeping staff understand and are knowledgeable on all program budgets not just their assigned programs, so that coverage is available at all times
Taking full responsibility for the performance management of the team to ensure that quality and deadlines are achieved and maintained and that any issues are managed in line with RiseBoro policies, procedures and guidelines
Coordinate training programs for new staff and identify training needs for current staff
Communicate on a daily basis with direct reports to ensure all deadlines and objectives are being met, all issues are being addressed, and follow-up is properly documented
Prepare/review timesheets on a bi-weekly basis and submit them to the payroll department for processing. Ensure proper staff coverage for scheduled and unscheduled time off
Hold team meetings and ensure that bookkeeping staff is informed of divisional changes and initiatives