Job Description

 

PRIMARY FUNCTION:

Lead staff person in charge of Human Resources Management & Systems and support staff for financial/accounting management in the administrative office. Responsible for providing executive support to the Finance Director and/or Chief Executive Officer. May include serving as a liaison to the board of directors, manage and assist with overall administrative and personnel services, office, and information management to include development and implementation of policies and practices that comply with all applicable laws and regulations, and are consistent with Boys and Girls Clubs of Lower Bergen County's mission.

 

KEY ROLES (Essential Job Responsibilities):

 

Leadership

• Maintain confidentiality in all aspects of the position.
• Work with leadership and management staff to meet organizations objectives.
• In collaboration with the chief executive officer and board of directors, establish and implement policies and procedures for the effective management of Boys & Girls Clubs of Lower Bergen County personnel services, ensuring compliance with federal, state and local regulations and best business practices, as well as Boys & Girls Clubs mission and values.
• Provide information to staff and leadership to support management decision-making about policy issues, best hiring practices, employee relations, staff development needs, compensation and benefits practices, and costs and recruitment practices.
• Work with accounting and human resource firms as needed.
• Oversee and manage personnel and human services duties to include but not limited to recruitment, hiring/onboarding, background checks, compensation, and benefit coordination.
• Disseminate necessary information to staff.
• Ensure electronic and hard copy filing systems are accurate and facilitate easy retrieval of information.
• Develop, maintain, and manage agreements and contracts, which include, but are not limited to, facility and pool rentals, external agreements with school districts and partners, agreements/contracts with vendors, and contacting service representatives as needed.
• Manage volunteer systems, including but not limited to recruitment, onboarding, screening & background checks.
• Assist in maintaining grant documents, files and/or reports.

 

Strategic Planning

• Participate in the development and implementation of an organizational strategic plan as it relates to the workforce needs, human resources, and salary administration plan of the organization.
• Identify and evaluate opportunities to improve human resources policies and procedures to ensure they meet Club needs and motivate effective performance of staff.
• Develop recommendations for implementation and modification of human resources management policies, procedures and programs to the Chief Executive Officer.
• Work to consistently evaluate and revise human resources management policies, procedures, and programs.

 

Resource Management

• Oversee and manage administrative and operational systems for maintaining personnel records ensuring compliance with legal requirements.
• Support the recruitment and retention of staff using best practices.
• Work with supervisors to ensure healthy and safe work environment that complies with all OSHA and other regulatory requirements.
• Control expenditures against budget in the areas of recruitment, compensation, benefits, and staff development.
• Support Director of Operations in staff training, career development, and compliance issues of the organization.

 

Fiscal Management

• Assist the Chief Executive Officer and/or Finance Director to track expenditures against budget, particularly in the areas of recruitment, compensation, benefits, and staff development.
• Assist the Finance Director in day-to-day accounting processes and identify opportunities for quality improvement.
• Assist the Finance Director in working with Director of Operations and/or Managers to assist Club staff in proper procedures regarding cash receipts, accounts payable, accounts receivable and budgeting as needed or requested.
• Assist the Finance Director in handling any required accounts receivable collection efforts.
• Develop collaborative partnerships with Club staff, consultants, auditors, vendors and service providers to establish and maintain professional links.
• Assist the Finance Director in using accounting software.
• Maintains Policies & Procedures Manuals in coordination with the CEO.
• Assists the CEO in the renewal of insurance policies, include the Directors & Officers and Commercial Package Insurance policies including Liability, Property and Automobiles, health insurance, dental and vision insurance, short- and long-termdisability insurances, and life insurance.
• Assists with any insurance claim filed.
• Oversee childcare tuition payment system and member tracking system.
• Assist and/or perform cashier function for fundraising special events.
• Track grant expenditures and documentation as assigned by the CEO.

 

Bookkeeping

• Assist the Finance Director in preparation of accounts payable vendor invoices, assign appropriate account codes, obtain approval for payment, and enter into the accounting software.
• Assist the Finance Director in day-to-day accounting activities, assist as requested in processing all financial transactions and reports through administrative systems, consistent with Club policies and procedures.
• Assist the Finance Director in ensuring all invoices are scanned and uploaded into the accounting software.
• Assist the Finance Director in filing and record keeping.
• Assist the Finance Director in annual audit preparation.

 

Payroll and Human Resources

• Manage administrative and operational systems for maintaining payroll and human resources and ensuring compliance with legal requirements.
• Communicate with the CEO and/or managers to review/correct time sheets, PTO/Time Off Requests, and process payroll.
• Approve employee time sheets.
• Handle all payroll related inquiries by employees and resolve any issues.
• Manage the enrollment of employees in all company benefits and fridge programs; including but not limited to, insurances, pension, retirement savings, health reimbursement and flexible savings accounts, and third-party employee paid insurances.

 

Other

• Assist the Finance Director in preparing bingo related reports, documents, and licenses.
• May be required to become a notary.
• Performs other special projects or tasks as assigned by the Finance Director or CEO.
• Facilitate staff trainings as needed.
• Participate in special events
• Manage and organize office supply inventor and storage.

 

RELATIONSHIPS:
Internal: Maintain close, daily contact with Boys & Girls Clubs of Lower Bergen County management and staff to receive/provide information, discuss issues, explain guidelines/ instructions, instruct and advise/counsel.

 

External: Maintain contact with other Boys & Girls Clubs, not-for-profit organizations, vendors, consultants, organizations, government agencies and others to achieve organizational goals and objectives, manage costs, share information, resolve issues, and/or to maintain professional credibility within the community.

 

SKILLS/KNOWLEDGE REQUIRED:

• College degree or equivalent experience.
• Three years or more in administrative work, finance/accounting and human resources field.
• Non-profit experience or in a growth-mode organization preferred.
• Able to absorb new information rapidly, plan, and manage time proficiently.
• Highly organized and strong project management.
• Must demonstrate good judgement and problem-solving skills.
• Work harmoniously with people at all levels of the organization and the public.
• Scrupulous attention to detail with a high degree of confidentiality.
• Strong computer skills with a general knowledge of MS Office products and G-Suite.
• Ability to learn and implement new technology platforms.
• Ability to use common office equipment.
• Ability to maintain confidentiality.
• Excellent written and verbal communication skills.
• Valid driver'slicense and maintain an acceptable driving record.

 

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee is required to: sit regularly, use hands to finger, handle, and/or feel; talk and hear. The employee must occasionally walk and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. Employee may be required to drive for errands.

 

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

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