Business Administrator

Job Summary:

The Business Aministrator provides a seamless integration of a positive YMCA experience and accurate, quality day-to-day business operations, using a keen sense of business and finance practices while modeling servant-leadership. Valuing people while striving for excellence, the Business Administrator lives out the YMCA values, mission, and vision daily.

Position in Corporate Structure:

The Business Administrator reports directly to the President and CEO, The Business Administrator directly supervises the Administrative Assistant, and works closely with the full employee leadership team.

Position Summary:

The Business Administrator has responsibility for day to day business functions of the YMCA and has primary impact on the quality of the financial and human resource operations and performance. A member of the YMCA leadership team, the Business Administrator will manage the financial operation of the YMCA in accord with the Accounting and Procedures Manual of the YMCA of Saginaw. The Business Administrator will additionally support the

President and CEO at all board meetings and functions, serving on designated board committees as assigned. Additionally, the Business Administrator will serve as the information technology manager. This position may require early morning hours, evening and weekend responsibilities. This position accommodates community networking involvement of up to 2 hours per week after meeting supervisor approval.

Essential Functions/ Primary Roles and Responsibilities

• Have passion and excitement for the YMCA mission, believe in and live out the core values, and enjoy your work!

Personnel Functions:

• Recruits, hires, trains, develops, and coaches employees and volunteers to achieve the annual goals of the business operations areas of responsibility, and demonstrate the YMCA of Saginaw values, vision, and mission.
• Responsible for providing Human Resource leadership and knowledge, ensuring all HR practices and policies are managed according to legal standards. Manages accurate HR records; leads unemployment, workman's compensation, and employee benefits processes.
• Coordinates regular HR audits with outside expertise to ensure compliance in all areas. Is responsible for skillfully motivating, leading, organizing and overseeing employees and volunteers with diverse personalities.
• Conducts quality annual performance reviews and makes recommendations on annual salary adjustments or merit awards. Maintains awareness of market compensation for comparable positions. Consciously considers opportunities for cross-training employees, and also looks at developing employees for succession planning.
• Ensures that employees have an opportunity to grow and succeed and that adequate resources are available for their personal and professional development.

Fiscal Management:

• Daily Activity and Cash Management Will oversee and maintain accounting procedures for the receipt and care of all monies paid, pledged or promised the Association.
• Will supervise staff and systems used for cash management, daily deposits and membership bank drafts.

Fiscal Management and Reports

• Advises the President and CEO of necessary changes in business systems including deposits and care of YMCA assets.
• Assists the President and CEO in developing the annual operating budget of the association. Assists the President and CEO with purchasing and cost control systems including approval of department purchase orders.
• Prepares monthly income/expense reports for current month and year to date for all funds.
• Oversees records of all account receivables and assists in collections.
• Maintains the knowledge and ability to produce and interpret various financial reports associated with YMCA business functions.
• Complete reports and budgets as needed for governmental agencies, and YMCA of the USA

Payroll

• Ensures complete and accurate files of all personnel, including time and attendance records. Maintains all other employee information including pay scales, employment status, etc. Ensures, through third party payroll processing vendor, properly processed paychecks to be issued bi-weekly as well as timely and accurate submission of all 941 IRS Quarterly Reports, Unemployment, and Workers' Compensation Reports.

Accounts Payable

• Supervises the departmental approval process for all association invoices.
• Responsible for payment of accounts payable in a timely basis.
• Maintains current records of accounts payable and ensures accounts are up to date. Annually reviews, in cooperation with Program Directors, the businesses allowing store credits for credit limits and staff authorization approvals.

Annual Campaign and Grant Funds

• Assists in the Annual Campaign as directed by the President and CEO.
• Oversees the recording and recognition of annual campaign gifts, grant funds, and other gifts of monies as assigned.

Information Technology

• Is responsible for maintaining a working knowledge of network and software utilized in accounting procedures.
• Will have working knowledge, and will oversee IT vendor in regards to maintenance and installation of network and workstations hardware.
• Provide ongoing training and support in usage of software and file maintenance for network users
• Responsible for advising CEO regarding systems including phone systems, video security and call boxes, and leased business equipment.

YMCA Competencies:

• Demonstrates proficiency in all competencies necessary as defined by the YMCA of the USA Leadership Competency Development Guide.

Essential Requirements/Qualifications:

• Four years college degree in a financial related field with 3-5 years of office experience preferred.
• Individual will have thorough understanding of accounting principles and practices as they relate to the YMCA business functions.
• Demonstrated competency in human resource principles and practices as they relate to the YMCA.
• Demonstrated success and competency in all financial and audit processes and procedures in the collecting, recording, reporting and disbursement of monies.
• Must possess strong interpersonal skills and have the ability to communicate with individuals at various levels.
• Ability to interact with people of all ethnic backgrounds, ages, and lifestyles.
• Excellent verbal, written, and active listening communication skills.
• Experience with a variety of software applications, including strong competency with Microsoft Office suite. Willingness to learn new or unfamiliar software programs and achieve high fluency.
• YMCA Multi-Team Leader Certification preferred.

ADA Requirements:

Working in a recreational facility setting requires sitting, standing, and walking. Position requires lifting up to 50 pounds, reaching above the shoulders, bending at the waist, climbing stairs, squatting, kneeling, and crawling depending on activities scheduled. Individuals must be able to grasp office supplies and equipment, communicate clearly via phone, email, and in person, and be able to work in a climate-controlled environment including fluorescent lighting and air conditioning.

The previous statements are intended to describe the general nature and level of work being performed by an employee. They are not intended to be construed as an exhaustive list of responsibilities, duties, and skills required. The YMCA of Saginaw is an at-will Equal Employment Opportunity (EEO) employer.

Approvals:

I have fully reviewed the above job description and the YMCA of the USA Leadership Competency Guide. I am prepared to perform the duties and demonstrate the values and competencies expected of me.