POSITION SUMMARY
Under the supervision of Director of Business Operations (DOBO), the Business Operations Admin (BOA) helps provide administrative support to the Business Operations team. Duties include a broad scope of generalized tasks related to finance, personnel, maintenance and administration.
ESSENTIAL DUTIES AND RESPONSIBLITIES
Accounts Payable
➢ Scan, rename and upload bills to Bill.com while providing the correct QB class and expense code.
➢ Print, scan and mail checks to vendors.
➢ Reconcile monthly statements with individual orders for multiple vendors.
➢ Using a shared spreadsheet with outside accounting firm, reach out to agency staff if receipts are missing.
➢ Using a shared spreadsheet with outside accounting firm, download monthly utilities that are missing and send to Bill.com.
➢ Review monthly AP summary and follow up with Director of Business Operations (DOBO) regarding status.
Accounts Receivable
➢ Prepare monthly and quarterly contract billing backup documentation using QuickBooks or Bill.com.
➢ Review monthly AR summary and follow up with vendors on payment status.
Audits
➢ Assist DOBO with agencies FY24-25 and FY25-26 financial audits.
Filing and General Administrative Tasks
➢ Create file folders for vendors, grantors and properties.
➢ File and/or scan documents into appropriate folders for document retention.
➢ Go through file room while ensuring proper documentation retention and prepare older files for shredding.
➢ Take agency forms created in Word and convert to fillable PDFs.
➢ Inventory administrative office supplies and create purchase orders for DOBO to review and approve.
➢ Move employee documents from one online platform to another.
➢ Other duties as assigned.
ATTENDANCE
Must be punctual and timely in meeting all requirements of performance, including but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
Intellectual
➢ Analytical – Synthesizes complex or diverse information; collects and researches data; uses intuition to complement data; designs workflows and procedures.
➢ Design – Generates creative solutions; translates concepts and information into images; modifies designs; applies design principles; demonstrates attention to detail.
➢ Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
➢ Project Management – Develops project plans; coordinates projects; communicates changes and progress; completes project on time and on budget; manages project team activities.
➢ Technical Skills – Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
Interpersonal
➢ Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
➢ Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
➢ External Working Relationships – Develops and maintains courteous effective working relationships with clients, vendors and/or other representatives of external organizations.
➢ Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events
➢ Judgment – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
➢ Initiative – Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
Communication
➢ Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and seeks clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
➢ Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
➢ Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
➢ Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
Leadership
➢ Change Management – Develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance; prepares and supports those affected by change; monitors transition and evaluates results.
➢ Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
➢ Motivation – Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; takes calculated risks to accomplish goals.
➢ Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
➢ Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
➢ Innovation – Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention.
➢ Diversity – Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.
Organization
➢ Business Acumen – Understands business implications of decisions; demonstrates knowledge of market and competition; aligns work with strategic goals; analyzes market and competition and adapts strategy to changing conditions.
➢ Cost Consciousness – Works within approved budget; develops and implements cost saving measures; contributes to profits and revenue; conserves organizational resources.
➢ Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
➢ Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
➢ Quantity – Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
➢ Safety and Security – Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
➢ Attendance/Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
➢ Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary, to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
Social Services
➢ De-escalation – Utilizes nonviolent communication and calm presence to defuse tense or volatile situations; recognizes signs of distress and intervenes appropriately; maintains safety for all parties.
➢ Active Listening – Gives full attention to clients, reflects and clarifies understanding; listens without judgment; recognizes both verbal and non-verbal cues.
➢ Harm Reduction – Uses a nonjudgmental approach to support client autonomy; provides education and resources to reduce risks associated with substance use, housing insecurity, or unsafe behaviors.
➢ Compassionate Engagement – Leads with empathy and respect in all interactions; acknowledges the humanity and resilience of every individual served; avoids judgment and maintains appropriate professional boundaries.
➢ Cultural Humility – Demonstrates awareness of one's own biases; seeks to understand and respect clients’ cultural backgrounds, identities, and lived experiences.
➢ Emotional Regulation – Manages own reactions in high-stress situations; maintains composure and professionalism during crises.
➢ Ethical Decision-Making – Practices in accordance with professional ethics; uses sound judgment when navigating ethical dilemmas
➢ Boundaries & Self-Awareness – Recognizes limitations; seeks supervision and support when needed; practices self-care to sustain long-term effectiveness.
➢ Anti-Oppressive Practice – Identifies and challenges systems of oppression affecting clients; adapts services to address systemic barriers.
➢ Commitment to DEI – Promotes diversity, equity, and inclusion in service delivery; continuously educates self and others on anti-racist and inclusive practices.
Computer Skills
Intermediate Proficiency
Skills for efficient office work and basic collaboration.
➢ Use Microsoft Word for creating and formatting documents
➢ Use Microsoft Outlook for calendar scheduling and managing contacts
➢ Create, edit, and format Excel spreadsheets (basic formulas, sorting, filtering)
➢ Build and deliver simple PowerPoint presentations
➢ Use Teams, Zoom, or similar platforms for virtual meetings and collaboration
➢ Manage file storage and sharing using OneDrive or SharePoint
BUSINESS NECESSITY
The needs of Hospitality House may be dependent on responding to and anticipating rapidly changing external and internal demands in all aspects of how business is conducted. This may include, but is not limited to, organization structure, finances, goals, personnel, work processes, technology, and customer demands. Therefore, it may become necessary to make modifications to how business is conducted, and work is accomplished, with minimal or no advance notice to employees. Accordingly, the employee must be capable of adopting with minimal or no advance notice, to change in how business is conducted, and work is accomplished, with no diminishment in work performance.
SAFETY AND SECURITY
All employees are responsible for observing safety and security procedures as applicable and reporting potentially unsafe conditions to management.
SUPERVISORY RESPONSIBILITIES
This position has no managerial duties.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
Business Operations Admin Job Description
Associate’s degree (AA) or equivalent from a two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
CERTIFICATES, LICENSES, REGISTRATIONS
Current vehicle insurance and a valid CA state driver’s license.
OTHER SKILLS, ABILITIES, AND QUALIFICATIONS
➢ Experience working for agencies or organizations that assist vulnerable populations preferred but not required.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, sit and walk (including up and down stairs); use hands to finger, handle, or feel; reach with hands and arms; talk and hear; smell.
The employee must occasionally lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is typically moderate to high with high levels of distraction.
NATURE OF SUPERVISION RECEIVED
Must be able to work independently toward attainment of operational goals and contract compliance.
Pay: $26.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
