Director of Operations and Financial Management

Job Details
: Job Location
: 1175 GATES AVENUE - BROOKLYN, NY
Position Type
:
Full Time
Salary Range
: $118000.00 - $123000.00 Salary
Travel Percentage
:
None

• Improve the business processes for each program through analysis and collaboration
• Get involved in long-term business planning at the managerial and executive level
• Assist in Project Management and conduct research as directed
• Ensure department managers meet budget and invoice submission deadlines
• Track incident reports and coordinate reporting with Risk Management
• Oversee contract management process
• Identify ways to streamline work and proactively work to resolve incidents that require immediate attention in the division
• Along with the Operations Manager coordinate and track Certificates of Occupancy, PA permits and food service establishment permits, suppression system inspections, fire extinguishers, etc.
• Oversee facilities management for the programs
• In conjunction with Operations Manager and HR oversee divisional recruitment, including job description development and creation of requisitions
• Provide technical assistance in program operations, nutritional and delivery, staffing, and coordination with the Local 338 union contract as needed
• Ensure that programs meet funding source requirements
• In conjunction with the Data Analyst and the Director of Programming and Director of Clubs review quarterly service units and track performance indicators for the Division; advise VP of Seniors and Director of Senior Services on under utilization
• Participate in monthly division and administrative meetings as well as other meetings and/or seminar as necessary
• Develop new initiatives and future program expansion
• Other departmental and agency-wide duties as assigned

• Design effective budget models for the Seniors division
• Work with VP of Seniors and Division Director’s to prepare budgets and budget modifications for all grants, non-funded programs and division operating activities
• Maintain records of grants information including but not limited to budgets, work-scope and programmatic reports for auditing purposes
• Analyze financial information (e.g. revenues, expenditures and cash management) to ensure all operations are within budget by performing monthly budget to actual variance analysis
• Report variances between actual and budgeted financial results at the end of each reporting period to the finance department and review with program directors
• Present annual budgets to Finance department, CEO and Board of Directors as needed
• Perform on-going forecasting to ensure grants are maximized
• Review budgets to ensure compliance with contractual and legal regulations
• Coordinate requests to funder for approval to purchase equipment and one-time costs as applicable
• Conduct periodic review of cost allocation schedules to ensure accuracy; this includes personnel, fringe, food costs, liability insurance, and all OTPS
• Request property codes (previously referred to as cost centers) for new grants & contracts and at the start of new fiscal years
• Oversee all purchasing activities including the approval process and tracking of expenses and income for all Seniors division departments
• Review accounting software to ensure program invoices are approved in a timely manner to the Accounts Payable department
• Assist with communication to vendors regarding payments and concerns on accounts
• Review and/or prepare capital expense requests and review vouchers sent to funding agencies to ensure accuracy
• Identify ledger inaccuracies and prepare journals to effect change
• Review monthly cost allocations to ensure accuracy to that all costs are allocated correctly and review unbilled items to ensure timely approval and proper allocation prior to payroll cut-off date
• Attend monthly financial meeting with the Finance department to coordinate with fiscal staff and report back to VP
• Coordinate periodic (minimum quarterly) will division Director’s to assess income/expense patterns and create plans and benchmarks to ensure that all are on track to stay within the respective budget(s)
• Work with Division Directors to secure appropriate backup…