Careers

JOB TITLE: Accounting Specialist

DEPARTMENT: Accounting

REPORTS TO: CFO

FLSA STATUS: Hourly, Full-Time, Non-Exempt

Our Mission: Our Mission is to help children reach their potential through professionally supported, one to one mentoring relationships that have measurable impact. Our Vision is successful mentoring relationships for all children who need and want them contributing to brighter futures, better schools, and stronger communities, changing the lives of children for the better, forever.

Summary: The Accounting Specialist is a hybrid position responsible for Grant invoicing and reporting, as well as standard monthly Accounting functions. Grant responsibilities include monthly invoicing, Salesforce tracking, information gathering, grant reporting and acknowledgement letters. Accounting functions include processing payables, journal entry preparation, month end close, and preparation of financial statements. The Accounting Specialist will work very closely with the CFO and other key departments (Grants and Fund Development). The Accounting Specialist will prioritize efficiency in their work, offer reliable support to other team members and departments, and will display knowledge and understanding of best accounting practices and procedures.

JOB RESPONSIBILITIES

Grant Processing
• Preparation of grant invoicing for government grants
• Quarterly and semi-annual grant reporting
• Preparation of grant acknowledgement letters
• Entry and maintenance of grant related data in Matchforce and Salesforce
• Information gathering from multi-departments
• Reconciliation of grant receivable balances

Accounting
• Code and process invoices in Quickbooks to ensure bills are paid and received in a timely manner
• Preparation of month end journal entries
• Account reconciliation and analysis
• Preparation of bank reconciliations
• Monthly financial statement preparation using Excel
• Assist in the auditing process by gathering requested information
• Maintain a wide variety of fiscal information, files and records (e.g. accounts payable, accounts receivable, contracts, etc.) for providing an up-to-date reference and audit trail for compliance
• Prepare written procedures to document accounting processes
• Fixed asset tracking and reconciliation
• Assist in the preparation of the company budget to help meet all financial goals
• Follow internal accounting procedures and policies to ensure financial security is maintained

JOB QUALIFICATIONS

• Bachelor’s Degree in Accounting or Business related field
• 1-3 years of general accounting experience required
• Strong computer skills required. Excel and Quickbooks experience highly preferred.
• Highly responsible and strong work ethic
• Excellent attention to detail and accuracy in financial data entry
• Strong multi-tasking and time-management skills
• Ability to work cross-functionally with other team members

REQUIRED SKILLS AND ABILITIES

Interpersonal Savvy
Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

Organizational Ability
Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

Results/Outcome Oriented
Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-lined oriented; pushes self for results; sets clear objectives and measures, monitors process and progress; brings forward innovative practices and suggestions for improvements.

Promotes Vision and Mission
Effectively promotes the agency mission and vision, internally, as well as with the broader community.

WORK ENVIRONMENT

The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
• Routine office environment.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBSOC will be “at will,” meaning that either you or BBBSOC may end your employment at any time and for any reason, with or without cause.

JOB TITLE: Enrollment and Match Specialist

DEPARTMENT: Program

REPORTS TO: Enrollment & Intake Manager

FLSA STATUS: Hourly, Non-Exempt

Our Mission: Our Mission is to help children reach their potential through professionally supported, one to one mentoring relationships that have measurable impact. Our Vision is successful mentoring relationships for all children who need and want them contributing to brighter futures, better schools, and stronger communities.

Job Summary: The Enrollment and Match Specialist (EMS) is responsible for providing match support to ensure child safety, positive impacts for youth, constructive and satisfying relationships between children and volunteers, and a strong sense of affiliation with BBBS on the part of volunteers. This position will produce positive outcomes in the following areas: match closure rate, match retention rate, average match length, volunteer rematch rate, and customer satisfaction.

JOB RESPONSIBILITIES
• Assess volunteer “fit” to BBBS. Conduct volunteer enrollments, including: individual orientations, interviews, and completion of any other enrollment processes.
• Conduct client enrollments including parent/child interviews, child safety education and enrollment processes.
• Assess and refer families for alternative or additional services as needed.
• Ensure a high-level of proficiency and skill in applying child safety and risk management knowledge, policies and procedures throughout all aspects of job function.
• Identify child safety issues for volunteers, children and their families.
• Call Child Protective Services to make Child Abuse Report (CAR) and file written report of suspected child abuse as soon as possible or no later than 36 hours of received information.
• Review and follow-up on references as necessary to gain additional data to complete the assessment process.
• Conduct volunteer and client reassessments/updates as indicated.
• Identify and eliminate any barriers interfering with the completion of the enrollment process.
• Review all enrollment information and assessments and make recommendations for participation in the program based on this information.
• Assess and apply factors contributing to successful match. Effectively align volunteer interests and qualifications with service options of agency.
• Consult with other service delivery staff and/or supervisor as appropriate.
• Provide comprehensive written assessments and match support recommendations for volunteer and child participation in the program based upon assessments of each individual volunteer.
• Maintain accurate and timely records for each match according to standards and utilize technology to report, synthesize and analyze data.
• High degree of collaboration with other service delivery staff to ensure smooth transition among functions.
• Determine matches and schedule match meetings.
• Accommodate volunteer and family schedules.
• Knowledgeable about AIM and data entry is accurate and applicable to grant sources.
• All AIM queues are organized and up to date, closing records when appropriate.
• Meeting new match goals consistently.
• Understanding of grants and programs.
• Understanding of rematch process.
• Interview and assessment skills are solid.
• Applied understanding of all program policies.
• Solid conflict resolution skills (internal and external conflicts).
• Applied knowledge of effective matching skills.
• Consistently communicating needs of new match to assigned Match Support Specialist.
• Consistently reporting pipeline needs to CRS and supervisor.
• Attend at least three Big for A Day events a year in order to gain further insight on children on the waiting to be matched list.
• Attend annual Graduation, Sports Day, Sky High, and at least 3 Big Night events yearly.
• Performs other duties as assigned by director.

JOB QUALIFICATIONS
• Bachelor’s Degree required.
• Must be fluent in Spanish – both oral and written.
• Experience with Nonprofits highly preferred.
• Experience working with both child and adult populations; specific assessment, intake or interview experience preferred.
• Must be bilingual and able to read, write and speak Spanish proficiently.
• Proficiency in Microsoft Office; including Word, Outlook, and Excel.
• Access to a reliable automobile; valid Driver’s License and Automobile Insurance.
• Able to work independently exercising good judgment, decision making and problem solving skills
• Excellent oral and written communication skills reflecting solid customer service both in-person and telephone.
• Able to succeed in a fast-paced environment.
• Able to work with confidential information.
• Able to relate well in multicultural environments.
• Able to effectively collaborate with peers.
• Able to use time effectively and able to focus on details.
• Able to maintain boundaries with clients.

REQUIRED SKILLS AND ABILITIES

Customer Focus
Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and service; talks and acts with customers in mind; establishes and maintains effective relationship with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.

Interpersonal Savvy
Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

Organizational Ability
Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

Results/Outcome Oriented
Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-lined oriented; pushes self for results; sets clear objectives and measures, monitors process and progress; brings forward innovative practices and suggestions for improvements.

Promotes Vision and Mission
Effectively promotes the agency mission and vision, internally, as well as with the broader community.

WORK ENVIRONMENT
The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Routine office environment.
• Frequent independent travel.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBSOC will be “at will,” meaning that either you or BBBSOC may end your employment at any time and for any reason, with or without cause.

DEPARTMENT: Administration

REPORTS TO: Executive Assistant & Facilities Manager

FLSA STATUS: Non-Exempt, Full-Time, Hourly 

OUR MISSION: Our Mission is to help children reach their potential through professionally supported, one to one mentoring relationships that have measurable impact. Our Vision is successful mentoring relationships for all children who need and want them contributing to brighter futures, better schools, and stronger communities, changing the lives of children for the better, forever.

JOB SUMMARY: The Receptionist is responsible for managing our front desk on a daily basis to perform a variety of administrative and clerical duties and maintain coverage for incoming patrons. As the first point of contact of our agency, a successful Receptionist will consistently provide and deliver high level customer service over the phone and in person, while maintaining a pleasant and welcoming experience.

JOB RESPONSIBILITIES

• Serves visitors by greeting, welcoming, and directing them appropriately.
• Coordinates with appropriate employee/s of visitor arrival for all scheduled appointments and meetings.
• Answers, screens, and triages incoming phone calls to key employee.
• Informs visitors by answering or referring inquiries.
• Maintains security by following procedures and monitoring logbook.
• Operates telecommunication system by following manufacturer’s instructions for house phone and console operation.
• Routes voicemails to designated department, based on message.
• Keeps a safe and tidy reception area by complying with procedures, rules, and regulations.
• Supervises children in the kids’ room if occupied.
• Manages all building requests to reserve Training Room and Conference Room and uses appropriate calendar system to keep track of reservations.
• Provides accurate information in-person and via phone/email, based on inquiry’s questions and/or needs.
• Receives, sorts, and distributes incoming mail and package deliveries accordingly.
• Maintains office security by following safety procedures, maintaining strong alert for odd behavior, and controlling access via the reception desk.
• Coordinates with Executive Assistant & Facilities Manager to upkeep front office supplies and maintain inventory.
• Consistently monitors and updates calendars for scheduled interviews and meetings, and send reminders accordingly.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing if needed.
• Manages and completes office projects requested by Executive Assistant & Facilities Manager

QUALIFICATIONS

• High School Degree, GED, or equivalent required
• Bilingual in Spanish required
• Experience working at a front desk or as a receptionist highly preferred
• Familiar with Windows and Google software applications
• High level of customer service with significant experience working with external stakeholders/clients
• Excellent oral and written communication skills reflecting solid customer service both in-person and via the telephone
• Excellent public speaking skills with ability to engage a variety of customers.
• Strong organizational and time management skills in a fast-paced work environment with strong attention to detail
• Ability to multi-task and work both independently and in a team setting in a fast-paced environment with a heavy workload while exercising good judgment, decision making and problem-solving skills
• Maintains confidentiality throughout daily operations
• Must have access to a reliable automobile, valid driver’s license and automobile insurance 

COMPENTENCIES

Customer Focus
Is dedicated to meeting the expectations and requirements of internal and external customers; gets first- hand customer information and uses it for improvements in products and service; talks and acts with customers in mind; establishes and maintains effective relationship with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.

Interpersonal Savvy
Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

Active Listening
Is actively able to process information, listen to understand, and listen to learn; to listen and meet the needs of internal and external customers; handles and utilizes feedback effectively; listens with depth and thoughtfulness.

Foster Teamwork and Collaboration
Is successful in working with a team; fosters teamwork and participating in group activities; collaborating with others effectively and efficiently; establishes and maintains teamwork building activities; builds trust, respect, and rapport with the team; is an active player in Agency culture.

Conflict Resolution Skills (Internal & External)
Manage and resolves conflict in a healthy positive way; mediates conflicts with nonverbal communication skills, professionalism, focusing on the bigger picture and prioritizing and strengthening relationships; being respectful of others and their viewpoints; encouraging others to share their issues, clarify, restate, and validate any concerns and strategically resolve them.

Organizational Ability
Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

Results/Outcome Oriented
Can be counted on to meet goals successfully; is constantly and consistently one of the top performers; steadfastly pushes self and others for results; sets clear objectives and measures process and progress

Promotes Vision and Mission
Creates and communicates a compelling and inspired vision or sense of core purpose; sees beyond today; sees possibilities; is optimistic; creates mileposts and symbols to rally behind the vision; makes the vision shareable by everyone; can inspire and motivate entire units or organizations

WORK ENVIRONMENT

The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
• Routine office environment.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBSOC will be “at will,” meaning that either you or BBBSOC may end your employment at any time and for any reason, with or without cause.

JOB TITLE: Site-Based Recruitment & Program Specialist

DEPARTMENT: Site-Based Programs (High School Bigs)

REPORTS TO: Site-Based Program Manager

FLSA STATUS: Non-Exempt, Full-Time, Hourly

OUR MISSION: Our Mission is to help children reach their potential through professionally supported, one to one mentoring relationships that have measurable impact. Our Vision is successful mentoring relationships for all children who need and want them contributing to brighter futures, better schools, and stronger communities, changing the lives of children for the better, forever.

JOB SUMMARY: This hybrid position of Site-Based Recruitment & Program Specialist will cultivate prospective new volunteers for Site Based programs and will work to bring back volunteers from previous years. Additionally, this position is responsible for ensuring all program launch timelines are met, all volunteers are efficiently screened and matched to ensure the best possible outcome. A successful incumbent will produce positive outcomes in volunteer yield, processing time, and match satisfaction.

In addition to volunteer recruitment, this position will also be responsible for site facilitation, match support, and providing overall support for site-based matches, without compromising child safety and encouraging long-term relationships between matches.

RESPONSIBILITIES

• Conduct volunteer recruitment, enrollment (including orientations & interviews), and completion of any other activity required for the enrollment process.
• Assess volunteers “fit” for all standards, expectations, and safety measures required by BBBSOC.
• Identify and eliminate barriers to the enrollment process by being solution focused on all aspects of stakeholder support and school partnership satisfaction.
• Review enrollment queue and conduct informational sessions as necessary to yield increased volunteer interest for all individual school partners.
• Identify new potential partners for volunteers on an as needed basis and facilitate opportunities through high-level stakeholders.
• High degree of collaboration with Program Specialists responsible for facilitating the program of designated caseload and sharing an equal partnership in setting and accomplishing desired goals.
• Cultivate long-term and sustaining relationships with volunteer-rich organizations (i.e., schools, youth volunteer organizations, etc.)
• Facilitate and supervise site sessions, ensuring positive match development and safety of both mentors and mentees.
• Work with the Site Based Program Manager to build positive relationships with school partners to attract and retain qualified mentors and mentees.
• Work effectively with partner schools to schedule and plan weekly sessions and meetings when appropriate.
• Support with any enrollment functions through recruitments, interviews, and assessments of any potential mentors and mentees.
• Provide timely and comprehensive written assessments and recommendations for participation in the program.
• Identify suitable potential matches and provide ongoing support to achieve length of match, closure and outcome evaluation goals.
• Conduct bi-monthly and quarterly match support contacts that are accomplished through in-person, email or telephone contact.
• Effectively use active and attentive listening to confirm understanding; coach matches through the use of reflective questioning; personalize communication content and delivery to fit different perspectives, backgrounds or styles of audience; document information about matches clearly and concisely in order to keep records accurate and up to date.
• Contribute to the development of site curriculum.
• Effectively communicate with marketing and/or grants teams on press worthy activities, volunteer highlights and program successes to enhance visibility of the program and within the community.
• Complete appropriate trainings as directed by supervisor and attend agency staff and departmental meetings.
• Performs other duties as assigned by supervisor.

QUALIFICATIONS

• Bachelor’s Degree required
• Must be bilingual in English & Spanish
• Experience with at-risk/high-risk youth (volunteer and/or paid) preferred
• Familiar with Windows XP software applications
• High level of customer service with significant experience working with external stakeholders/clients (specifically schools with the ability to build strong relationships for greater agency initiatives of stewardship)
• Excellent oral and written communication skills reflecting solid customer service both in-person and via the telephone
• Excellent public speaking skills with ability to engage a variety of audiences (including both high school volunteers and elementary aged youth).
• Excellent organizational and time-management skills with strong attention to detail.
• Ability to multi-task and work independently in fast paced environment with heavy workload while exercising good judgment, decision making and problem solving skills.
• Maintains confidentiality throughout daily operations.
• Must have access to a reliable automobile, valid driver’s license and automobile insurance.

COMPETENCIES

Customer Focus
Is dedicated to meeting the expectations and requirements of internal and external customers; gets first- hand customer information and uses it for improvements in products and service; talks and acts with customers in mind; establishes and maintains effective relationship with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.

Interpersonal Savvy
Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

Active Listening
Is actively able to process information, listen to understand, and listen to learn; to listen and meet the needs of internal and external customers; handles and utilizes feedback effectively; listens with depth and thoughtfulness.

Foster Teamwork and Collaboration
Is successful in working with a team; fosters teamwork and participating in group activities; collaborating with others effectively and efficiently; establishes and maintains teamwork building activities; builds trust, respect, and rapport with the team; is an active player in Agency culture.

Conflict Resolution Skills (Internal & External)
Manage and resolves conflict in a healthy positive way; mediates conflicts with nonverbal communication skills, professionalism, focusing on the bigger picture and prioritizing and strengthening relationships; being respectful of others and their viewpoints; encouraging others to share their issues, clarify, restate, and validate any concerns and strategically resolve them.

Organizational Ability
Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

Results/Outcome Oriented
Can be counted on to meet goals successfully; is constantly and consistently one of the top performers; steadfastly pushes self and others for results; sets clear objectives and measures process and progress

Promotes Vision and Mission
Creates and communicates a compelling and inspired vision or sense of core purpose; sees beyond today; sees possibilities; is optimistic; creates mileposts and symbols to rally behind the vision; makes the vision shareable by everyone; can inspire and motivate entire units or organizations

WORK ENVIRONMENT

The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Routine office environment.
• Frequent independent travel.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBSOC will be “at will,” meaning that either you or BBBSOC may end your employment at any time and for any reason, with or without cause.