Office Manager/AP Specialist

Description

Office Manager/Accounts Payable Specialist

Bi-Bett Corporation, a California non-profit engaged for the past 50 years in the treatment and recovery of adults with primary substance use and co-occurring disorders alcohol or other drug problems. Originally based in Contra Costa County, Bi-Bett now operates residential and outpatient programs in Alameda and Solano Counties, as well as Recovery Residences.

The Bi-Bett Mission: To provide effective and affordable human services to individuals, families and communities with alcohol and drug related problems in the belief that everyone has value and can grow through change if given one’s rightful opportunity to choose. Our goal is to create culturally appropriate alcohol and drug-free environments in which one may experience personal and social growth. 

The Office Manager/AP Specialist position consists of being responsible for providing office management services and support. Additionally, accounts payable tasks fall under this position to ensure effective and efficient operations.

The position is a full-time position reporting to the Accounting Manager.

Office Management Responsibilities

• Communicate and provide information by relevant methods internally and externally to assist with enabling organizational accounting and daily office operations.
• Supervision and management of the Bi-Bett Headquarter inventory. Support team with ordering and maintain marketing collateral.
• Educate and enforce policy and procedures associated with corporate daily operations.
• Create and maintain safety, and efficiency while strengthening accountability and accuracy for support services offered for executive staff.
• Assist with training, and coordination of office functions and practices for all existing and new staff, which includes phone services, copiers, office equipment and general supplies.
• Maintain superior communication with executive staff, both administrative and management team.
• Act as triage support for programs experiencing issues with IT, Phones and/or general technology matters.
• Uphold HIPPA standards, in addition to complying with company confidentiality requirements.
• Provide additional support to staff when needed and organize office operations and procedures.
• Track and maintain inventory for headquarters supplies.
• Maintain and coordinate maintenance of the HQ office through relationship development with the Property Management company.
• Assist with the management of organizational files that need to be maintained, archived or stored.
• Maintain a professional and positive attitude and appearance.
• Receive incoming mail/boxes, review and disseminate. Support HQ needs for outgoing shipping and mailing needs.
• Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
• Perform review and analysis of special projects and keep the management properly informed as assigned.
• Participate actively in the planning and execution of company events, team building activities.
• Coordinate with IT department on all office equipment at the HQ offices and work with management to assist with triage for phone, computer, and copier issues.
• Provide general support to HQ visitors and maintain a safe and secure working environment.
• Performs other related duties as assigned by management.

Accounts Payable Management

• Maintain a thorough understanding of all systems that impact Accounts Payable
• Process payment requests timely and accurately and ensure they are coded correctly
• Design, modify and/or maintain accounts payable disaster recovery procedures
• Provides superior customer service to Bi-Bett vendors, auditors, and other departments
• Communicate elevated issues up to more senior management associated with accounts payable issues.
• Assist with internal audits of accounts payable
• Ensure auditors receive requested data timely and ensure its accuracy
• Maintain a strong system of internal controls to minimize errors and provide a good system of checks and balances
• Enhance, develop, and continuously refine the accounts payable process

• Research and investigate information to enable strategic decision making by executive team as it relates to accountability for accounts payable billing issues for contractual obligations
• Prepare invoices for payment in a timely manner for external collection purposes
• Assist accounting department with accounts payable processes to ensure invoices are paid in a timely manner.
• SLE - Rolls & Rents. Post all rents. Create and post all info for each SLE House, tenant and their rents paid and by whom.
• Prepare vendor 1099MISC and 1099NE.
• Review vendor contracts for renewals and/or negotiation of fees.

Qualifications

Qualifications

• Must demonstrate excellent interpersonal and communication skills oral and written.
• Must have Great Plains experience
• Ability to maintain a high level of confidentiality.
• Knowledge of office administration, bookkeeping and computer skills.
• Effective time management skills.

Salary/Wage commensurate with experience and education

Bi-Bett Corporation is an equal opportunity employer and encourages diversity

Salary Range - $23.00 - $31.00

Salary : $23 - $31