Office Operations & Accounts Payable Speciali

# Summary of Position This position serves as the operational hub of the Foster & Adoptive Care Coalition. The Office Operations & Accounts Payable Specialist is responsible for providing exceptional reception and customer service, coordinating day-to-day office operations, managing facility vendors, maintaining office readiness, supporting safety preparedness, and providing transactional bookkeeping support. The position is stationed at the front desk full-time while dedicating approximately 16 hours each week to finance support functions. The position does not process payroll, access confidential employee compensation information, or approve financial transactions. # Essential Functions & Responsibilities **Reception & Customer Experience** - Serve as the first point of contact for visitors, families, partners, donors, volunteers and vendors. - Answer and route calls; greet and assist in a welcoming manner. - Manage visitor sign-ins. - Maintain an attractive reception area and waiting spaces. - Coordinate mail, shipping, deliveries and courier services. **Office Operations** - Coordinate conference room calendars and partner meetings. - Reset conference rooms and focus rooms daily and after meetings. - Maintain office forms, signage and common areas. - Maintain office supply, breakroom and operational inventory. **Building & Vendor Coordination** - Serve as liaison with building management. - Coordinate snow removal, janitorial services, landscaping, maintenance, HVAC, repairs and vendor access. - Monitor building readiness and report facility concerns to the appropriate personnel. **Finance Support (Approx. 16 hours/week)** - Enter Accounts Payable invoices into Bill.com. - Manage vendor records, invoice coding and document retention. - Support Accounts Receivable including customer maintenance and recurring contract invoices. - Enter and code corporate credit card transactions using naming conventions. - Review reimbursement requests for receipts, coding, notes and budget approvals. - Co-manage Bill.com workflows for A/P, A/R and reimbursements. - Does not process payroll, access payroll records, reconcile bank accounts or approve expenditures. **Safety & Emergency Preparedness** - Schedule and coordinate fire drills and tornado drills. - Maintain evacuation maps, emergency postings and safety supplies are on hand. **Agency Accountability** - Completes daily activity log. - Maintains an up-to-date Outlook calendar. - Adheres to the Coalition’s Shared Values, Employee Code of Conduct, and Employee Code of Ethics. **Department Specific/Non-Essential Functions** - Other duties as assigned, with or without accommodations. - Supports the Coalition’s mission – attends special events, training events, and other “all hands-on deck” activities. - Answers and responds to phone calls, emails, and inquiries regarding the Coalition services while in the office. Completes ongoing education and training as approved by or assigned by supervisor. Supports other agency staff as necessary to meet agency goals. # Qualifications & Requirements # Education - Associate degree preferred; equivalent experience considered. - 3-5 years of office administration, customer service, and bookkeeping experience preferred. . **Experience, Skills & Qualifications** - 3-5 years of office administration, customer service, and bookkeeping experience preferred. - Excellent written communication skills. - Strong customer service, organizational skills, confidentiality, and attention to detail. - Ability to manage multiple projects simultaneously. - Able to work independently as well as collaborate across all organization departments. - Proficiency with Microsoft Office, including Outlook, PowerPoint, Word. - Knowledge of Bill.com or other cloud-based financial operation platform **Additional Skills/Competencies necessary to carry out services to the service population’s culture and socio-economic characteristics.** - Requires an understanding of diversity (raci…