Office Operations & Accounts Payable Speciali

FOSTER CARE COALITION OF GREATER ST•Brentwood, MO

7d•Onsite

About The Position

This position serves as the operational hub of the Foster & Adoptive Care Coalition. The Office Operations & Accounts Payable Specialist is responsible for providing exceptional reception and customer service, coordinating day-to-day office operations, managing facility vendors, maintaining office readiness, supporting safety preparedness, and providing transactional bookkeeping support. The position is stationed at the front desk full-time while dedicating approximately 16 hours each week to finance support functions. The position does not process payroll, access confidential employee compensation information, or approve financial transactions.

Requirements

Associate degree preferred; equivalent experience considered.
3-5 years of office administration, customer service, and bookkeeping experience preferred.
Excellent written communication skills.
Strong customer service, organizational skills, confidentiality, and attention to detail.
Ability to manage multiple projects simultaneously.
Able to work independently as well as collaborate across all organization departments.
Proficiency with Microsoft Office, including Outlook, PowerPoint, Word.
Knowledge of Bill.com or other cloud-based financial operation platform
Requires an understanding of diversity (racial, ethnic, religious, socio-economic, etc.) as well as sensitivity to the situations of the children and families the organization serves.
Stresses a respect for the confidentiality of the children and families the organization serves.
Requires a clean criminal history.
Must fulfill the responsibility as a mandated reporter in the State of Missouri.
Behaves with integrity, demonstrates high ethical standards, and displays a positive image of the Foster and Adoptive Care Coalition.
Demonstrates accountability for results and keeps commitments to others.

Responsibilities

Serve as the first point of contact for visitors, families, partners, donors, volunteers and vendors.
Answer and route calls; greet and assist in a welcoming manner.
Manage visitor sign-ins.
Maintain an attractive reception area and waiting spaces.
Coordinate mail, shipping, deliveries and courier services.
Coordinate conference room calendars and partner meetings.
Reset conference rooms and focus rooms daily and after meetings.
Maintain office forms, signage and common areas.
Maintain office supply, breakroom and operational inventory.
Serve as liaison with building management.
Coordinate snow removal, janitorial services, landscaping, maintenance, HVAC, repairs and vendor access.
Monitor building readiness and report facility concerns to the appropriate personnel.
Enter Accounts Payable invoices into Bill.com.
Manage vendor records, invoice coding and document retention.
Support Accounts Receivable including customer maintenance and recurring contract invoices.
Enter and code corporate credit card transactions using naming conventions.
Review reimbursement requests for receipts, coding, notes and budget approvals.
Co-manage Bill.com workflows for A/P, A/R and reimbursements.
Schedule and coordinate fire drills and tornado drills.
Maintain evacuation maps, emergency postings and safety supplies are on hand.
Completes daily activity log.
Maintains an up-to-date Outlook calendar.
Adheres to the Coalition’s Shared Values, Employee Code of Conduct, and Employee Code of Ethics.
Other duties as assigned, with or without accommodations.
Supports the Coalition’s mission – attends special events, training events, and other “all hands-on deck” activities.
Answers and responds to phone calls, emails, and inquiries regarding the Coalition services while in the office.
Completes ongoing education and training as approved by or assigned by supervisor.
Supports other agency staff as necessary to meet agency goals.