"Alerted.org

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Director of Operations and Budget Management will provide direction and leadership to the day-to-day business functions of our RB Seniors division. He/she will serve as the liaison to RBs Administrative Departments including but not limited to Finance & Accounting, Accounts Payable, Receivables, Human Resources, Payroll, Risk Management & IT. In addition, Director of Operations and Budget 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 Human Resources, Director of Risk Management and Executive Assistant to the CEO;

+ Come up with ideas that will streamline work and identifies incidents that require immediate attention in the division;

+ Coordinate and track Certificates of Occupancy, PA permits and food service establishment permits;

+ Supervise the Meals on Wheels (MOW) Program;

+ Provide technical assistance in program operations, nutritional and delivery, staffing, and coordination with the Local 338 union contract;

+ Ensure that programs meet funding source requirements and appropriately maintain client database and routing;

+ Review quarterly service units and track performance indicators for the Division; advise VP of Seniors and Director of Senior Services on under-utilization;

+ Participate in monthly division and administrative meetings as well as other meetings and/or seminar as necessary;

+ Develop new initiatives and future program expansion in MOW and Food Service

+ Other departmental and agency-wide duties as assigned.

Accounting, Finance & Payroll duties:

+ Design effective budget models for senior service department;

+ Work with VP or assigned staff to prepare budgets and budget modifications for all grants, non-funded programs and division operating activities. Maintain copy of grant 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 and senior managers;

+ 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;

+ Conduct periodic review of liability insurance spreadsheets;

+ Request property codes (previously referred to as cost centers) for new grants & contracts and at the start of new fiscal years;

+ Prepare & track request on all purchases;

+ Ensure invoices are sent in a timely manner to the Accounts Payable department;

+ Review vouchers sent to funding agencies to ensure accuracy;

+ Identify ledger inaccuracies and prepare journals to effect change;

+ Review timecards to ensure timely approval and proper allocation prior to payroll cut-off date;

+ Ensure payroll certification reports are reviewed, signed and returned to the Payroll Department in a timely manner;

+ Prepare journal entry for all corrections to payroll certifications and retroactive allocations;

+ Suggest spending improvements that increase profits.

Human Resources duties:

+ Recruitment and hiring of staff in compliance with agency, contractual and other regulatory agencies policies and procedures, including but not limited to:

+ Submission of job requisition

+ Job Posting

+ Coordination of applicant screening and interview arrangement

+ Make employment offers as approved by division VP or designee

+ Submission of hiring documents to HR

+ Act as point person for communications between HR and divisional staff;

+ Involvement in development and continued update of the HRIS;

+ Participate in job fairs;

+ Periodically auditing of database to ensure accuracy; report all data discrepancies to HR department;

+ Initiate timely submission of employee changes via PAFs in accordance to program needs and budgetary considerations;

+ Work closely with unit directors, managers and supervisors for proper completion of performance evaluations;

+ Work with our Training Specialist to schedule trainings for division, as necessary;

+ Oversee task management in our HRIS;

+ Work with Benefit Specialist to coordinate staff meetings, open enrollment and information sessions for employee benefits;

+ Assist with coordination of leaves as well as the benefit claim process including paid family leave, short-term disability and workers compensation;

+ Maintain necessary files for audits;

+ Maintains confidentiality at all times.

COMPETENCIES

+ Bilingual (Spanish) a plus;

+ 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.

EDUCATION EXPERIENCE

Any combination equivalent to education and experience that provides the required knowledge and skills may be considered qualifying:

+ bachelors degree from an accredited college or university with a major in business, finance, math or any other related field;

+ experience working in Human Resources; non-profit setting a plus;

+ experience maintaining an HRIS;

+ experience and knowledge of bookkeeping, budgeting and financial analysis.

Qualifications