Director of Operations and Budget Management, Senior Services

Location: 1175 GATES AVENUE - BROOKLYN, NY
Employment type: Full time
Salary: $118000.00 - $123000.00

Description

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.

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 Human Resources, Director of Risk Management and Executive Assistant to the CEO;
• Come up with ideas that will streamline work and identify 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

• 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.

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