(Urgent to Hire) Operations Coordinator

Our mission:

Roxbury Youthworks, Inc. (RYI) is a community-based minority nonprofit organization. Our mission is to help youth caught in cycles of violence, exploitation and poverty become self-sufficient.

Job Description and Duties:

The Operations Coordinator supports the agency by addressing its financial, facility and IT needs.

The duties include:

Financial

• Accounts Payable: enter AP into Quickbooks and pay bills bi-weekly;
• Accounts Receivable: create invoices and gather backup documentation to invoice funders monthly
• Follow up on all checks outstanding after 6 months
• Review the General Ledger monthly for outstanding receivables; follow up with funding sources when necessary
• Liaise with staff at state agencies to ensure proper payment of invoices
• Create program check request schedule and send to GIFT, BUILD, DYS and Admin staff

• Process all check requests including program requests, staff reimbursements, youth and parent stipends
• Make bank deposits in the absence of the Executive Assistant
• Review annual insurance policy; provide necessary changes before Executive Director signature
• Purchase gift cards on a biweekly basis for use in the programs, either in person or online
• Maintain gift cards log
• Create monthly spending reports for the District Offices, BUILD and GIFT

· Responsible for vetting, securing, and communicating with Agency vendors

Facilities

• Hire and schedule movers when necessary
• Coordinate and oversee the installation of ADT Security Systems, Comcast/Telecommunications systems, cabling for computer and telephone systems,
• Renegotiate copier leases when appropriate
• Serve as primary liaison to contractors, trades people, architects, and landlords as needed
• Supervise maintenance vendor contracts
• Direct staff in the programs to contact appropriate vendor for issues/problems in the program sites
• Maintain files with lease information for each RYI property
• Maintain building lease schedule and notify Executive Director when leases are up, require adjustment, etc.
• Assist with researching additional Sites when necessary;
• Oversee telecommunications, security, and HVAC systems, recommending changes, upgrades, etc. and serve as primary liaison to vendors and service providers

Information Technology

• Serve as liaison with IT consultant
• Support RYI’s use of technology in its ongoing operations and programming
• Oversee technology equipment acquisitions, disposal, and maintenance activity
• Manage and maintain system use to ensure confidentiality of Agency information, to safeguard system security and to minimize Agency’s exposure to illegal activity

Salesforce and Virtual Gateway

§ Create new staff profiles

§ Trouble shoot problems and refer to Salesforce Consultant, as needed

§ Reset passwords

§ Add and delete staff’s user accounts to the Virtual Gateway, i-FamilyNet and JJEMS

§ Ensure GIFT and BUILD staff receive Virtual Gateway training or re-training

Administrative

§ Communicate reminders to Program Directors about upcoming due staff evaluations

§ Make sure new Program Directors have copies of the appropriate evaluation forms and review RYI’s protocol

§ Coordinate payment for staff attending training within and outside of the agency and for the Providers’ Council Certificate Program

§ Additional duties as identified by Executive Director

Qualifications Required:

• Associate’s degree in Business Systems or related degree; Bachelor’s degree in Business preferred

• At least 2 years of experience working in an administrative function
• Experience with Quickbooks Pro or similar desktop software systems
• Microsoft Office skills, particularly in Excel
• Must be able to handle multiple tasks and to meet deadlines in a timely fashion
• Must be able to travel to conduct the agency’s business

Roxbury Youthworks Inc. is an equal opportunity employer and follows a policy of administering all employment decisions and personnel actions without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, national origin, age, ancestry, physical or mental disability, marital status, veteran status, or any other category protected under applicable federal, state, or local law.

Job Type: Part-time

Pay: $25.00 - $35.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Work Location: Hybrid remote in Roxbury Crossing, MA 02120

Salary : $25 - $35