Operations Support Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES:

· Contribute as a collaborative member of a cross-functional nonprofit team environment. · Maintain confidentiality and professionalism in handling fiscal, personnel, and participant information. · Perform additional duties as assigned to support organizational operations and evolving agency priorities.

Program Operations Support:

· Conduct preliminary technical reviews of participant eligibility documentation, enrollments, service authorizations, payment support materials, and related financial transactions to ensure accuracy, completeness, proper reconciliation, and compliance with agency procedures, including processing adjustments, de-obligations, and maintaining associated records. Establish, organize, and maintain complete electronic participant files and related documentation in accordance with agency, program, and retention requirements. · Identify and resolve data discrepancies across agency systems in collaboration with fiscal and program staff. · Support program staff with documentation management, workflow coordination, records maintenance, and related operational processes. · Assist with quality assurance activities and internal documentation review as assigned. · Reviewing and processing of program completions

Fiscal Operations Support:

Accounts Payable:

· Process accounts payable transactions in accordance with agency procedures, including invoice review, coding, entry, documentation verification, and payment preparation. · Apply appropriate purchasing procedures, account coding, and fiscal documentation standards for operational and participant expenditures. · Maintain vendor records, reconcile statements, monitor outstanding invoices, and support timely resolution of payment issues. · Prepare supporting fiscal documentation and assist with reconciliations, audits, and fiscal record maintenance.

Payroll Support:

· Support payroll administration through collection, review, verification, and entry of employee timesheet data. · Prepare payroll support documentation, reports, tax-related materials, and related compliance records. · Support payroll accuracy through documentation review and internal process coordination.

General Business Support:

· Maintain organizational records, operational databases, mailing lists, rosters, and related administrative systems. · Coordinate office operations support, including supply inventory, vendor service coordination, equipment troubleshooting, and workspace support needs. · Provide logistical support for meetings, internal events, and agency convenings, including scheduling coordination, material preparation, and meeting documentation as assigned. · Support document management, filing, scanning, records retention, and business continuity documentation. · Coordinate and support internal assessments, administrative tracking activities, and organizational process support initiatives. Essential Knowledge, Skills and abilities · Demonstrated experience performing detailed administrative and/or financial work, including experience with functions such as accounts payable, payroll support, financial or program documentation, records and data management, or other general business operations, within established procedures, internal control, deadlines, and compliance requirements. · Experience with accounting, payroll, or management information systems preferred. · Demonstrated ability to accurately process and maintain detailed financial, administrative, and program records and to work effectively within established procedures, internal controls, deadlines, and compliance requirements. · Strong organizational, analytical, mathematical, and problem-solving skills, with demonstrated attention to detail and accuracy. · Ability to independently manage multiple priorities and shifting deadlines while coordinating effectively across departments and contributing within a collaborative, team-oriented work environment. Ability to interpret and apply agency procedures, funding requirements, and operational standards. · Strong written, verbal, and interpersonal communication skills. · Proficiency with Microsoft Office applications, particularly Excel and Word, and demonstrated ability to learn and effectively utilize accounting, payroll, database, and other technology-based business systems. Experience with Abila Fund Accounting (MIP) preferred