Director of Operations and Budget Management, Senior Services

Check out the role overview below If you are confident you have got the right skills and experience, apply today. 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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