The Role
Manages the Center’s daily administrative and financial operations, including payroll, accounts payable and receivable, budgeting, forecasting, grant and contract billing, cash reconciliation, financial reporting, and month-end close. Supervises staff, supports hiring and training, monitors expenses and variances, coordinates with Finance and organizational leaders, and manages event cash flows. The role also supports facility operations, staff meetings, and occasional evening, weekend, and manager-on-duty coverage.
Summary Generated by Built In
Position Summary: This position is primarily responsible for all day-to-day administrative operations of the Center, including supervising accounts payable, payroll, accounts receivable, forecasting, grant management, table file management and financial statement preparation. Additional responsibilities include assisting the Executive Directors and association program VP as assigned in all administrative areas. This position reports to the Senior Vice President.
Key Responsibilities
Key Functions/Responsibilities:
- Assure that the Center payroll is accurate, completed on time and communicated with Executive Director/Program Lead. Function as a resource between employees, Human Resources, and payroll to resolve issues.
- Confirm that the day-to-day accounting and computer functions are working properly. Manage the accurate processing of all revenue passing through the Center, including point of sale, credit and cash handling/storage and daily cash reconciliation from the main building and off-site,
- Assure that the Center expenses (both payroll and other expenses) are on budget, noting any variances or projected variances and sharing these concerns with the Executive Director and SVP.
- Monitor accounts receivable and assure that they are accurate. - Manage the Center's accounts receivable account to the lowest amount possible for membership, program, fundraising, and grant management.
- Assist the Executive Director and Program Directors in the preparation of the annual operating budget. Maintain forecast in SGA to reflect expected positive and negative variances from the budget.
- Analyze monthly financial results, share with your assigned Centers. Executive Directors.
- Manage monthly closing process in collaboration with Association Finance office. This includes set-up entries and deferrals.
- Manage special event cash flows (road races, galas and special events).
- Manage all assigned third party and contract billing in accordance with the state or federal agency requirements,
- Manage accounts payable system insuring accurate, timely production of all purchase orders and payment of all vendors within allocated budgets.
- Must be able to communicate effectively with the Finance Department.
- Be proficient in Traction Rec, NPSP and SGA.
- Assist in other areas as deemed necessary by the SVP.
- Participate in Bi-Monthly Business Meetings and Monthly Center Staff Meetings as needed,
Skills, Knowledge and Expertise
EDUCATION AND EXPERIENCE:
- Bachelor’s degree in accounting, business or related area preferred.
- Minimum of 3 years experience in management and supervision required
- Typical schedule to support departments is 9:30 Am -5:30 Pm or 10:00 Am -6:00 Pm Monday through Friday.
- Some weekend and evening work is expected. Monthly Manager on Duty shifts as needed.
- YMCA program experience preferred.
SKILLS AND COMPETENCIES/KNOW HOW:
- Must possess an extensive understanding of computer systems, accounting procedures, and good business practices.
- Must be very organized and be able to create systems for smooth branch operations.
- Experience supervising staff and working with staff, members and guests to meet the branch goals.
- Must be able to hire and train front desk staff to meet organizational goals.
- Effective written and oral communication skills must be demonstrated.
- Demonstrated skills in budget development and management, planning, and facility management.
- Must be able to communicate clearly with program staff to assure budget goals are met.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to sit and reach with hands and arms.
- The employee will spend the majority of his/her time working on the computer and phone. Some lifting will be required, since the maintenance of the office supplies is part of this job.
WORK ENVIRONMENT:
- The noise level in the work environment is usually moderate.
- Evening and weekend work is expected and may be required
REQUIRED TRAINING/CERTIFICATIONS:
- Child Abuse Prevention
- Respect in the Workplace
- Listen First
- Others to be determined
Benefits
Why work at the Y?
The YMCA of Greater Boston is an incredible place to have a fulfilling career or enjoy part-time employment — all while we are supporting and strengthening our communities, because our community is our cause. When you join us in your career here, you can look forward to:
- Developing your leadership skills in a caring, challenging & diverse working environment.
- Exploring a wide range of opportunities as you learn new skills and functions.
- Shaping the future of young children while making a difference each day for our communities and each other.
- Engaging in YMCA career training programs and working alongside those who have the same passion.
- A healthy work/life balance
- Comprehensive benefits including:
- FREE YMCA Membership for you.
- Discount on Specialty Programs like Personal Training and Swimming Lessons.
- Discounted or FREE family membership.
- Robust Retirement Plan up to 10%. (see eligibility requirement)
- Health, Dental, and Vision Benefit Package.
- Vacation and Sick Time (PT receive sick time)
About
The YMCA of Greater Boston is the largest social services provider in Massachusetts. Through our network of facilities and program sites, the YMCA provides health and wellness programming, child care, summer camp, youth sports, and teen leadership programs, as well as work-force development and community outreach. The YMCA of Greater Boston is committed to a policy of nondiscrimination and equal opportunity for all employees and qualified applicants without regard to race, color, religious creed, protected genetic information, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, or veteran's status.
Skills Required
- Bachelor’s degree in accounting, business, or a related area
- At least 3 years of experience in management and supervision
- Extensive understanding of computer systems, accounting procedures, and business practices
- Experience supervising staff and working with staff, members, and guests
- Ability to hire and train front desk staff
- Effective written and oral communication skills
- Budget development and management experience
- Planning and facility management skills
- Proficiency in Traction Rec, NPSP, and SGA
- YMCA program experience
- Child Abuse Prevention training
- Respect in the Workplace training
- Listen First training
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The Company
What We Do
YMCA of Greater Boston is a community-focused nonprofit working to strengthen health and well-being for individuals and families throughout Greater Boston. Its programs span youth development, healthy living, and social responsibility, including fitness and aquatics, youth sports, early education and after-school programs, camps, food access, workforce development, and housing support. It aims to create welcoming places and opportunities for people of all backgrounds.
