Overview:
The Director of Operations achieves a safe, productive, and efficient environment through the coordination of Club operations to advance the mission of the Boys & Girls Club of Camarillo (BGCC). This individual demonstrates values for a culture of efficiency and effectiveness, through creating and/or implementing and improving upon organizational systems and sharing clear communication, ensuring a safe and productive work environment. The scope of work encompasses financial management, human resource management, facility management, and organizational safety & compliance.

KEY ROLES:

Financial management

• Manages the organization’s financial procedures to ensure the accurate tracking and recording of revenues, expenditures, accruals, invoices, account balances, taxes, payroll, and finance records.
• Ensures adherence and compliance with BGCC internal controls, policies, GAAP, and any other regulations pertaining to financial management, reporting, and insurances.
• Utilize a variety of databases and CRMs, such as QuickBooks for tracking expenses, revenues, and balances as well as allocations of expenses, restricted funds, and investments. Donor management CRM’s for tracking revenues, relationships, and generating reports, and UKG systems for tracking schedules, time keeping, employee information and certifications, generating payroll, payroll taxes, and employee benefit programs.
• Works with the Director of Programs and contracted services to ensure accurate payroll and account coding information and documentation for receivables, payables, and annual filings.
• Ensures accurate invoices and tracking for billing for rentals, contracts, charitable pledges, and any other receivables.
• Manages and oversees the electronic and hard copy financial recordkeeping systems for security, timely retrieval, accurate reporting, compliance with all regulations, GAAP, contractual requirements, and consideration for donor privacy and security.
• Generates reports and tracks budgets for contracts, government, and foundation grants.
• Coordinate with the BGCC’s contracted bookkeeper and accountants to generate timely monthly reports to communicate organizational finances, trends, balances, incomes, and expenses.
• Coordinate with the CEO, Finance Committee, Safety Committee, and external auditors to prepare an annual audit of finances, insurance regulations, and record documentation, including times to review audit schedules and annual reports of audit findings.
• Manage outside contractors and administrative support staff to implement and give guidance to Club operations regarding payroll, accounts payable/receivable, mail, facility rental, insurances, tax filings, records, digital and paper documentations, and insurances.
• Work with VP of Programs to complete BGCA’s yearly Annual Financial and Program Reports, detailing BGCC finances, compliance, and personnel demographics.
• Manage systems for organizational compliance with managing cash, issuing receipts, accounts payable, accounts receivable, BGCC credit cards, timekeeping, insurances, background checks, and budgeting as needed or requested.
• Assist CEO in budget preparation and management, as requested.

Human ResourceManagement

• Ensure the completion, compliance, and maintenance of Human Resource records and files, including those regarding hiring, orientation, onboarding, staff training, and certifications.
• Ensure HR policies and procedures are updated, communicated and documented to maintain legal compliance and an informed and updated staff.
• Manage and administer employee benefits programs such as medical, retirement, vision.
• Utilize the UKG CRM and organizational files to manage and update employee records and generate reports, maintaining all employment and personnel records ensuring compliance with legal requirements, including employee benefit programs, background checks, training logs and certifications, employee data, employment records,

Office Management

• Manage, maintain, and improve organizational systems for tracking and generating reports regarding important dates, contractors, vendors, insurance policies, business compliance.
• Manage contracts with vendors and community partners, and coordinate services with representatives as needed.
• Ensure proper filings for the Statement of Information with the Secretary of State and business licenses with the City of Camarillo
• Ensure oversight of the master schedule of Club activities and events, ensuring it is updated with items such as scheduled maintenance, facility rentals, deadlines, etc. Ensures the calendar is updated and shared with relevant parties.
• Work closely with the CEO and other BGCC leadership to prepare and communicate information to BGCC Directors, employees, volunteers, and members and families as needed.
• Monitor equipment and inventory and order office and administrative supplies and assets or schedule repairs and inspections as necessary.
• Perform other related administrative duties such as answering telephones, providing general information, referring callers to other staff or taking messages as necessary.
• Attend monthly meetings of the Board of Directors and Finance Committee.

Facilities Management

• Working with the CEO and BGCC leadership to ensure a safe, clean, healthy, positive environment is achieved and maintained. Emphasizing a sense of physical and emotional safety that complies with all OSHA and other regulatory requirements.
• Maintain and ensure safety policies and procedures are enforced, updated, communicated and documented to maintain legal compliance and a safe workplace.
• Oversee administrative and operational systems to maintain the operation of the physical properties and equipment of the Club, including use of facilities by outside groups.
• Ensure that facilities, equipment and supplies are maintained, staff and others are trained in the use of Club equipment and that they assist in creating a clean, healthy, safe, positive environment.
• Work closely with the BGCC’s IT contractors to ensure technical equipment, such as phones, PA systems, computers, and servers and functional and efficient.
• Provide oversight to the facility rental procedures of the organization.

Event Support

• Provide operational support for the annual events and fundraisers which support the Club’s mission.

DISCLAIMER: Position includes other duties as assigned. The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.

RELATIONSHIPS:

Internal: Maintains contact and communications with other organizational leadership to exchange information, seek and give assistance, consultation and receive direction, as well as with the Board of Directors and employees of the BGCC.

External: Maintains contact with vendors, contractors, banks and other financial institutions, insurance companies, accountants, bookkeepers, and other various stakeholders.

SKILLS/COMPETENCIES REQUIRED:

• High proficiency in MS Office (MS Word, Excel, and PowerPoint).
• Skilled with QuickBooks
• Experience with CRM’s and UKG a plus
• Excellent written and verbal communication skills.
• Bi-lingual in Spanish a plus.

EDUCATION & EXPERIENCE

• Degree from a four-year University
• A minimum of five years of progressively responsible work experience managing an office to include accounting functions or equivalent experience.

QUALITIES & ATTRIBUTES

• High degree of integrity and professionalism, and demonstrated ability to organize, direct and coordinate operations; recruitment and retention of key personnel; facilities management; and budget management.
• Self-motivated and ability to work independently and as part of a team, and ability to delegate, direct, and train others.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.

PHYSICAL DEMANDS

• Ability to lift 20 pounds, sit, bend, stretch, and stand for extended periods of time, and climb stairs.

Job Type: Full-time

Pay: $71,000.00 - $73,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Camarillo, CA 93010 (Required)

Ability to Relocate:

• Camarillo, CA 93010: Relocate before starting work (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person