Business Operations Specialist - Boys & Girls Clubs of the Peninsula

POSITION
Business Operations Specialist 

OUR MISSION
To empower the youth in our community with equitable access to social, academic, and career opportunities to thrive

OUR VISION
All youth grow up to lead fulfilling lives fueled by their passions, talents, and a love of learning

OUR CORE VALUES
Curiosity, Respect, Ownership, Ganas, Unity, Equity

ORGANIZATION OVERVIEW
Boys & Girls Clubs of the Peninsula (BGCP) proudly stands as the largest expanded learning provider in San Mateo County, dedicated to empowering 5,400 TK-College students across 29 sites from East Palo Alto to Daly City. We believe that talent is equally distributed across Silicon Valley, but opportunity is not, so we are committed to ensuring that socio-economically disadvantaged students have equitable access to the opportunities that will help them thrive in school and beyond. Students benefit from high-quality academic programs, captivating enrichment activities, and access to critical mental health services. With support from our staff, Board, and broader Team BGCP community, we strive to make our community a great place for all kids to grow up.

POSITION OVERVIEW
As an integral part of the operations team, the Business Operations Specialist will process invoices for the Operations department and ensure all invoices are processed in a timely manner to avoid late fees and other financial penalties. Your role will be responsible for the staff shirt inventory and distribution. You will support staff onboarding by creating and distributing ID badges for staff. You will also be responsible for maintaining professional and strong relations with suppliers, contractors, as well as other business partners.

ROLES & RESPONSIBILITIES

• Financial Analysis and Reporting: Develop and present monthly financial reports to the operations team, highlighting budget performance, forecasting future financial needs, and identifying areas for financial improvement or cost savings.

• Strategic Planning Support: Assist in the strategic planning process by providing financial insights, analysis, and recommendations to support the organization's long-term goals and projects.

• Technology and System Improvements: Evaluate and recommend technological advancements or system improvements to streamline operations, enhance financial reporting accuracy, and improve overall efficiency.

• Community and Donor Engagement: Support fundraising efforts by preparing /supporting event set-up and production.

• Vendor and Contract Management: Oversee the procurement process, including vendor selection, contract negotiation, and performance evaluation, to ensure high-quality services and cost-effectiveness.

• Performance Metrics Development: Establish and monitor key performance indicators (KPIs) for the operations and finance departments to measure efficiency, effectiveness, and alignment with organizational goals.

• Collaborative Projects Management: Serve as a project manager or key contributor on cross-departmental projects, ensuring financial and operational perspectives are considered in project planning and execution.

• Distribute invoice copies to finance department and other relevant departments

• Fosters physical and emotional safety and provide excellent customer service

• Provide timely and daily communication and reporting to BGCP’s Operations team

• Maintain positive relationships with facility managers on program sites, such as janitorial staff and school office staff, ensuring that school space is used responsibly

• Receive and record receipts and invoices

• Process invoices and code them correctly into accounting system

• Request receipt and/or statements from contractors or businesses when they are not provided

• Complete bidding paperwork and submit to the finance department

• Perform additional relevant duties as assigned

QUALIFICATIONS

• Commitment to BGCP’s mission and vision and working with K-8 youth

• 1 year of accounts payable experience

• 1 year of finance system experience

• Prior experience with data entry for accurately processing invoices

• Strong communication skills

LOCATION

Menlo Park, CA

WORK SCHEDULE

Monday - Friday, 9am - 6pm or 10am - 7pm

SALARY & BENEFITS

• Employment Status: Full-Time Salary

• Pay Range: $75,000 - $85,000, depending on experience (DOE)

• Health Benefits: 

  • Full-Time Employees: BGCP covers 100% of medical, dental, and vision premiums; 50% for dependents

• Retirement Benefits: BGCP offers salary contributions to the 401(k) plan

• Comprehensive Paid Time-Off Policy, along with additional benefits

• Contributing to a thriving community for youth growth: Beyond measure

ONBOARDING PROCESS

• BGCP will cover all onboarding process requirements

• COVID Vaccination: Preferred but not required

• Complete LiveScan background check

• Undergo a TB test

• Participate in mandatory onboarding training sessions

BGCP is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities for all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other protected characteristic under applicable law. BGCP is dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity. We actively encourage candidates from diverse backgrounds to apply for positions within our organization, as we believe that diversity enriches our workplace and enhances the quality of our services.