Office coordinator

Job Description

Salary : $19.00 - $23.00 Hourly

The YMCA of Greater New York is here for all New Yorkers to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches.

Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

To help fulfill our mission, we cultivate a culture of learning, leading, and collaboration to enhance community impact.

Through our talented staff and LEAP career framework (Leadership, Empowerment, Accountability, Personal Growth), we are committed to a people-first approach that fosters trust, inclusion, growth, and development for all.

The Flatbush YMCA is seeking a Business Office Coordinator who will provide daily Human Resources, Payroll, and some areas of Financial Business, IT, and Risk Management support for the Flatbush YMCA.

The Business Office Coordinator, under the supervision of the Business Manager, will provide administrative support to the executive office and other departments within the branch.

Benefits :

The YMCA of Greater New York offers a variety of benefits to its staff members, including , medical, paid time off, free YMCA membership, and more! Benefit eligibility is determined by an individual’s employment status (i.

e., full-time or part-time), tenure, and / or the number of hours scheduled to work. Click for more information.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum of one (1) to two (2) years of experience in Bookkeeping and / or administrative assistance. Knowledge of Human Resources preferred.
• Strong computer skills. Knowledge of HRIS a plus.
• Detail-oriented and ability to manage multiple projects simultaneously.
• Must be able to handle high volume of work.
• Excellent customer service and communication skills.

Essential Functions

HUMAN RESOURCES RESPONSIBILITIES

Responsible for the processing of employment and volunteer documents in a timely manner includes, but not limited to :

• Entry of employee and / or volunteer screening into applicable system(s).
• Assists with Youth & Family screening and agency processing.
• Assists with conducting new hire orientations / paperwork review with new or rehired staff (i.e., Benefits PowerPoint, paperwork, etc.).
• Generates and maintains supply of New Hire Packets, Status Change forms, etc.
• Data entry into CONNECT : HR is timely and accurate.
• Assists with the maintenance and accuracy filing of all employee and volunteer files.

Will assist supervisor to ensure appropriate staff / agencies are notified within the required timeframe regarding the following but not limited to :

• Assisting with leave requests including FMLA, disability, paid family leave, personal leave, etc.
• Help coordinate medical plan changes, providing staff with benefit summaries and information.
• Provides overview of health insurance, retirement, direct deposit, etc.
• Provide vacation, sick and personal benefits upon request.
• Assist with employment verification requests.
• Timely response to unemployment claims in the absence of supervisor.
• Timely entry of Workers Comp claims in the absence of supervisor.

Assist with tracking training completions for all branch staff to ensure compliance including but not limited to Praesidium Academy, Preventing Sexual Harassment, time-clock use, etc.

FINANCIAL RESPONSIBILITIES

• Assist in preparing branches daily deposits, bank and credit card reconciliation and reporting. Resolve and track chargebacks.
• Assist in processing of accounts payable vouchers, invoices, reconciling with Accounts Payable system and updating AP & PO tracking reports.

Run open PO and IOH reports to notify branch staff.

• Assist in handling petty cash flow, audit receipts and prepare account payable reimbursement voucher.
• Assist in collecting of purchasing card documents and submitting to AO.
• Assist in distribution of financial report to all branch department heads.
• Maintain and update business office records for branch, including vendor files and business office archives in accordance with the File Retention guidelines.
• Assist in government contract record keeping and reporting to the agency in a timely manner.

OTHER RESPONSIBILITIES

Provide administrative assistance to the executive office and act as back-up for department Administrative Assistants (i.

e., assisting department heads, distributing mail, etc.) when needed.

• Assist branches with maintaining all office equipment and computers; order and manage equipment supplies. Help create and submit HelpDesk tickets.

Last updated : 2024-05-17

Salary : $19 - $23