Office Manager

The YMCA of Metropolitan Los Angeles is not only the premiere non-profit in Los Angeles, it is also a great place to work, make a difference in your community and meet like-minded individuals. With twenty-six branches, three camps and over fifty child care sites, the LA Y is a highly-collaborative, rewarding and fun environment where you will discover your passion, grow your career and make an impact!

We believe in the four Core Values of Caring, Honesty, Respect and Responsibility and understand that our staff are our biggest asset! We strive to create high-performing, strong teams in each of our branches and are looking for passionate and enthusiastic staff who will help us to strengthen our impact, empower our community and deliver incredible programming!

POSITION SUMMARY

The Accounts Receivable Manager is responsible for aiding in the successful administration of the business activities of the branch. Responsibilities may include: clerical and coordination support for campaigns, special events, and Board management; records management; equipment management; office administration; branch collections management; accounts receivable and payable; cash reports; as well as assisting with, human resources/payroll needs. The Accounts Receivable Manager is expected to serve as the Back Office lead and provide leadership to keep the branch at the forefront of administration management and business operations and gift processing for the branch.

MINIMUM QUALIFICATIONS

• EDUCATION: High school diploma; bachelor's degree preferred.
• SPECIALIZED SKILLS: Strong oral and written communication; Proficient in Microsoft Office programs; data entry and word processing skills
• RELATED EXPERIENCE: 3+ years working in financial and administrative role, preferred

WORK ENVIRONMENT/MINIMUM PHYSICAL REQUIREMENTS

• You must have the physical, visual, and auditory ability to perform the essential functions of the job with or without reasonable accommodations.
• Bend, stoop, be able to lift at least 45 lbs. and be able to stand for periods of time up to 1 hour.

ESSENTIAL FUNCTIONS

ACCOUNTS RECEIVABLE MANAGEMENT AND COLLECTIONS

• Works with department directors and staff to ensure member receivables, including account transactions, receipts, delinquencies, processing open A/R payments, making adjustments, adjusting over/under payments, creating invoices, etc. are managed properly.
• Manage membership and program refunds in a timely manner.
• Ensure the prompt administration of member check and credit card refunds.
• Process refunds for credits on account on a monthly basis.

CASH MANAGEMENT

• Create daily deposits and ensure deposits reconcile with reports, making necessary corrections as needed.
• Prepare and/or review cash reports.
• Prepare, scan and file approved cash reports within 7 days.
• Monitor and provide feedback for proper cash handling procedures at the branch.
• Be responsible for maintaining petty cash records and ensure it is reconciled monthly or as needed.
• Maintain record of payment cards that have been loaned out to staff.

GIFT PROCESSING

• Enter pledges and pledge payments into Raiser's Edge Donor system in an accurate and timely manner.
• Write-off uncollected pledges as requested by Accounting, Executive Director, or Development Officers.
• Generate donor acknowledgement letters and ensure that copies of gift documentation and acknowledgement letters are filed appropriately.
• Assist with tasks related to the annual fundraising campaign and special events coordination and tracking as needed.
• Maintain documentation of all posted gifts.

ADMINISTRATIVE FUNCTIONS

• Provide assistance and support to Executive Director by performing highly confidential clerical and administrative support activities such as composing confidential correspondence, e-mails, letters, phone calls and maintaining confidential files.
• Update and maintain manual and automated filing systems for confidential and administrative files in order to update and track information using paper files and electronic files.
• Manage and maintain office and administrative systems to maintain effective daily operations. Primary activities include maintenance of documentation and filing systems.
• Assist senior management team with business initiatives, as needed.

HUMAN RESOURCES

• Maintain employee files and ensure that all confidential information is kept secure.
• Serve as lead on all employment status changes, on-boarding and separations.
• Manage Leave of Absence and Workers Compensation Claims.
• Monitor payroll register report for the branch, including electronic timesheets and schedules.

OTHER RESPONSIBILITIES

• Attend staff meetings and trainings as required.
• Uphold YMCA policies for safety, supervision, mandated reporting and risk management.
• Demonstrate the Six Pillars of Character (Trustworthiness, Citizenship, Respect, Responsibility, Caring, and Fairness) as well as the YMCA Core Values of caring, respect, honesty and responsibility in all dealings with members, guests, volunteers and fellow staff.
• Demonstrate competencies in and willingness to develop in the Cause Driven Leadership areas of mission advancement, collaboration, operational effectiveness and personal growth.
• All other duties as assigned by your supervisor.

YMCA LEADERSHIP COMPETENCIES

The Y's Leadership Competency Model is comprised of 14 leadership competencies (leadership knowledge, skills, and behaviors required for success in the Y), organized by the four disciplines of cause-driven leadership:

• Advancing Our Mission & Cause

Provide visionary leadership to the organization and to ensure that all resources are mobilized to adapt to new challenges and needs in the community.

Competencies include: Change Leadership, Engaging Community, Philanthropy and Volunteerism.

• Building Relationships
  

Connect people to the Y's cause by developing inclusive relationships, partnerships and collaborations so that Ys can co-create solutions to pressing social needs.

Competencies Include: Collaboration, Communication & Influence and Inclusion.

• Leading Operations

Ensure relevance, effectiveness and sustainability of the organization so that we can continue to fulfill our promise to the community.

Competencies include: Critical Thinking & Decision Making, Fiscal Management, Functional Expertise, Innovation and Program/Project Management.

• Developing & Inspiring People

Support the holistic development of self and others so that everyone can embrace the Y's cause, sustain the Y's culture, and inspire others to take individual and collective action to further our impact.

Competencies include: Developing Self & Others and Emotional Maturity.

While all competencies are significant the following are critical to success in this position:

• Critical Thinking & Decision Making
• Fiscal Management
• Program/Project Management
• Communication & Influence
• Collaboration
• Developing Self and Others
• Inclusion
• Emotional Maturity
• Engaging Community