Position: Business and Operations Manager
Program: Workforce Development
Schedule: Hybrid (post 90-days)
Salary: $75,000 - $85,000
The Workforce Development Business and Operations Manager is a critical position that oversees billing and contracts for all workforce development programs as well as operational management of the office space. Key aspects of the job include updating database with necessary client and billing information, acquiring documentation for funders, preparing vouchers for payment, executing contracts, liaising with funders and stakeholders, financial management, office administration and management, managing a small team and developing processes to improve performance and efficiency.
Essential Duties and Responsibilities:
The essential duties of the Business and Operations Manager include but are not limited to the following activities:
Contracts and Billing: Ensure all contract requirements are met, including client documentation, processes, and eligibility.
Work with all team members to acquire billing documentation for clients.
Develop best practices, trainings, and reports for obtaining billing documentation.
Prepare and submit billing vouchers.
Track all billing and contract requirements using appropriate databases and systems.
Develop systems to ensure efficiency in voucher processes and maximize billing potential.
Develop relationships with funders and coordinate execution of contracts.
Prepare for program audits and site visits Fiscal Management
Oversee purchasing for department and track all expenses.
Prepare invoices for employer partners and monitor clients’ stipend payments.
Forecast billing and revenue projections.
Assist with developing and managing contract budgets.
Process staff budget allocations Office Administration
Oversee general office operations including front desk, waiting room, staff schedules, room schedules and office supplies.
Supervision of staff working at front desk/waiting room
Provide oversight to distributing carfare, meals, and incentives to clients •
Ensure that clients’ records are properly maintained and updated to reflect daily program activities.
Oversee file management systems, including archives • Process staff payroll and clients’ stipends.
Assist with administrative functions of the Salesforce database.
Manage data entry process and quality assurance into other funder required systems such as NYESS, DHMH Portal, HRA WISE, Grants Gateway, and others.
Develop processes and reports that notify staff of billing documents needed.
Complete monthly/quarterly/yearly reports for internal and external sources Proposals
Assist with writing grant proposals and coordinating supporting documentation such as labor market research, letters of support, and signatures on key documents.
Utilize Salesforce to provide data for funding requests.
Bachelor’s degree with a minimum of three years managerial experience.
Experience with managing government contracts.
Exceptional organizational, project and program management skills
Experience in office management/operations.