Business Office Coordinator (Coney Island YMCA)

YMCA of Greater New York; New York (NY); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Free YMCA membership

Retirement benefits

Paid time off

Job summary

The YMCA of Greater New York is seeking a Business Office Coordinator for the Coney Island YMCA in Brooklyn, NY. This full-time role provides daily HR, payroll, and some financial/IT support to the branch under the supervision of the Business Manager.

Responsibilities include processing employee and volunteer documents, assisting with leaves and benefits, handling accounts payable, maintaining branch records, and supporting the executive office and other departments.

Qualifications

• Bachelor’s degree or equivalent work experience.
• 1–2 years of bookkeeping and/or administrative assistance experience.
• Knowledge of HRIS is a plus.
• Strong computer skills and ability to manage multiple projects.

Responsibilities

• Process employment and volunteer documents and screenings in a timely manner.
• Assist with leave requests, benefits summaries, and health insurance information.
• Process accounts payable vouchers, reconcile with AP system, and manage reports.
• Maintain branch office records and assist with office equipment and supplies.
• Provide administrative support to the executive office and branch departments.

Skills

Customer service

Multitasking

Detail oriented

Computer skills

Education

Bachelor’s degree or equivalent

Tools

HRIS

Job description

Full-Time / Regular

$22.00 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.

The Coney Island YMCA is seeking a Business Office Coordinator. Under the supervision of the Business Manager, the Business Office Coordinator will provide daily Human Resources, Payroll, and some areas of Financial Business, IT, and Risk Management support to the branch. The Coordinator will also provide administrative support to the executive office and other departments within the branch.

Key Responsibilities

Human Resources Responsibilities

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

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

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

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

Assists with tracking training completions for all branch staff to ensure compliance, including, but not limited to, Praesidium Academy Child Abuse, Preventing Sexual Harassment, Cyber Security, Time-Clock Use, etc.

Financial Responsibilities

• Assists in preparing the branch's daily deposits, bank and credit card reconciliation, and reporting. Resolve and track chargebacks.
• Assists in processing accounts payable vouchers and invoices, reconciling with the Accounts Payable system, and updating AP & PO tracking reports. Run open PO and IOH reports to notify branch staff.
• Assists in handling petty cash flow, audit receipts, and preparing account payable reimbursement vouchers.
• Assists in collecting purchasing card documents and submitting them to AO.
• Assists in the distribution of financial reports to all branch department heads.
• Maintains and updates the branch's business office records, including vendor files and business office archives, in accordance with the File Retention guidelines.
• Assists in government contract record keeping and reporting to the agency in a timely manner.

Other Responsibilities

• Provides administrative assistance to the executive office and acts as a backup for department Administrative Assistants (i.e., assisting department heads, distributing mail, etc.) when needed.
• Assists the branch with maintaining all office equipment (copiers, phones, computers, etc.) and orders and manages equipment supplies. Helps create and submit HelpDesk tickets.
• Orders and manages the inventory of the branch's office supplies.
• Assists with incident report entries and follow-up.
• Assists with entering requisitions for the executive office and other departments within the branch.
• Assist with branch-based and association-wide events.

Desired Skills & Experience

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

Benefits

The YMCA of Greater New York offers a variety of benefits to its staff members, including retirement benefits , 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.

Full-Time / Regular

Coney Island YMCA

Brooklyn, New York

United States

EQUAL OPPORTUNITY EMPLOYER DRUGFREE WORKPLACE

Auxiliary aids and services are available upon request to individuals with disabilities