Business Operations Specialist

Responsibilities

• 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.
• Optimize A/P business processes, perform analyses, deliverables, and respond to internal requests.
• Reconcile Supply orders, receivables, and payables.
• Support the planning and executing of meetings; opening, sorting, and routing of mail; maintaining records and files, including financial analysis and presentation.
• Assist in the preparation of reports for senior management and ensure the department meets established goals.
• Generate a wide variety of documents such as letters, memoranda, minutes, reports, and spreadsheets using appropriate software.
• Aids 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.
• Absorb and prepare budgetary and expenditure statements by collecting and inputting relevant data as directed.
• Undertake essential information gathering, as directed, compile data for entry, enter, and verify data.
• Assist in the preparation of CES, Staff, and other business meetings within the Division.
• Perform other duties as assigned.

Qualifications

• 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.
• CPR and First Aid certification are required within 30 days of employment with the company.
• Must have reliable transportation and valid insurance.