NEVADA PARTNERSHIP FOR HOMELESS YOUTH

POSITION DESCRIPTION

POSITION TITLE: Finance & Operations Coordinator

POSITION TYPE: Full Time; Non-Exempt

REPORTS TO: Chief of Finance & Operations

COMPENSATION: Commensurate with experience/education

Agency Description

Nevada Partnership for Homeless Youth (NPHY) is the most comprehensive service provider for the thousands of young people experiencing homelessness in Southern Nevada, serving hundreds of youth through our core programs and touching the lives of thousands more through outreach each year. NPHY’s programs stabilize homeless teens' lives, meeting their immediate needs and providing a safe, supportive environment and a path to self-sufficiency.

Strengthening and complementing our high-quality direct services, NPHY is dedicated to advocating for this population and serves as a leader in systems-level efforts to eliminate homelessness among all Nevada’s youth.

Agency Culture

NPHY offers a positive, mission-driven work environment: we encourage each staff member to cultivate their unique talents and training and come together as a strong, synergistic team to better serve homeless young people. While working in a challenging yet rewarding field, you will be surrounded by compassionate, energetic, fun, happy, and friendly staff members who are like-minded and love what they do.

In addition to everyday interactions with youth, NPHY offers countless opportunities for youth and staff to experience new and fun things together to help the NPHY family create stronger bonds and model positive relationships and healthy boundaries with the young people we serve. NPHY also offers quarterly training to better equip our staff with up-to-date continuing education, skills, and resources to best serve and respond to a wide array of situations and needs.

NPHY doesn’t just accept diversity—we celebrate it, support it, and thrive on it for the benefit of our employees, clients, programs, and community. NPHY is proud to be an Equal Opportunity workplace and is dedicated to maintaining a welcoming, respectful, and supportive workplace where every employee, volunteer, and client feels valued. We seek to build a team that reflects the communities we serve and the young people whose lives we aim to change for the better. Learn more about NPHY here.

Position Summary

The Finance & Operations Coordinator is a critical component of the successful operation of the NPHY Finance & Operations team. This position provides dedicated support to the CEO and Chief of Finance & Operations and assists with the financial and operational functions of the agency, including accounts payable and receivable, procurement and purchasing, facilities, human resources, and general administration.

Across these areas of responsibility, the Finance & Operations Coordinator manages day-to-day departmental activities and serves as a primary Administrative point of contact for staff, prospective employees, senior leadership, independent contractors, vendors, donors, and other key agency partners.

The Finance & Operations Coordinator role operates within a team-based structure and is staffed by two team members who share responsibility for all functions of the position. Both individuals in this role are expected to be fully cross-trained and able to perform the full scope of essential responsibilities, while collaborating to divide day-to-day activities and ensure consistent coverage across all operational areas.

Essential Responsibilities

The essential responsibilities of the Finance & Operations Coordinator encompass four main areas: financial processing, HR administration, operations coordination, and administrative support.

Financial Processing

• Process purchase requests, purchase orders, bills, and credit card charges in Ramp, NPHY’s A/P and Procurement platform, following agency protocol and NPHY internal controls; this includes ensuring timeliness, accuracy, and tracking of approvals and purchasing, correct coding of expense, appropriate spend classification, efficient and effective communication within the system, follow-through on noted issues, and appropriate syncing to the general ledger.
• Prepare monthly grant request for reimbursement submissions as directed including but not limited to running all reports related to the submission, entering payroll data in grant submission spreadsheets, maintaining grant folders with appropriate documentation as required, completing grant submission forms and uploading appropriate documentation for reimbursement submissions.
• Working collaboratively, the two Finance & Operations Coordinators will prepare the payroll file twice per month by reviewing timecards for all employees to ensure accuracy, completeness and timely approval, and creating and verifying the payroll batch in Paylocity, NPHY’s Human Resources Information System, ensuring accuracy and completeness. In addition, provide support to the Chief of Finance & Operations in the payroll process as directed with benefit reimbursement requests, reporting, filing, updating employee payroll accounts, etc. while maintaining complete confidentiality following all agency protocols.
• In coordination with the NPHY Operations Coordinator, maintain office supply inventory on an agency-wide basis ensuring efficient and timely ordering and tracking.
• Prepare weekly bank deposit following agency protocol and NPHY internal controls.
• Fulfill gift card requests from staff following all established protocol and procedures.
• Download, verify and enter daily credit card and ACH donations from online systems following all established protocol and procedures.
• Monitor and manage the agency Finance email account(s) ensuring that all emails are attended to according to agency protocol in a timely and professional manner.
• Assist as needed with the annual independent audit as directed.
• Other financial duties and responsibilities as required or assigned.

HR Administration

• Through the NPHY HRIS, administer all HR recruiting efforts including but not limited to job requisition, job posting, screening resumes, scheduling interviews, and preparing and sending offer letters following agency protocol.
• Through the NPHY HRIS, administer all HR onboarding activities including but not limited to sending and following through on new hire onboarding packets, administering I-9 documentation, assigning company property, preparing employee IDs, supplying appropriate agency passcodes and keys, and assisting with new hire orientation and training on company policies and procedures following agency protocol.
• Through the NPHY HRIS, administer all HR off boarding activities including but not limited to communicating terminations to appropriate personnel and contract staff, uploading termination documents, collecting NPHY property, routing final paycheck details, terminating employee in appropriate systems, and administering employee exit interviews as needed following agency protocol.
• Assist department supervisors with compliance with performance reviews, coaching and performance improvement plans, and timekeeping and paid and unpaid time off procedures.
• Assist with administration related to HR complaints and investigations following agency protocol with the utmost attention to confidentiality.
• Administer unemployment claims and appeals.
• Monitor and manage the agency HR email account(s) ensuring that all emails are attended to according to agency protocol in a timely and professional manner.
• Work with the Chief of Finance & Operations on compliance activities related to employee health and safety.
• Administer new hire benefits enrollment and assist with annual benefits renewal efforts.
• Process workers’ compensation claims following appropriate standards and duty of care.
• Assist with employee relations activities as directed including but not limited to performance reviews, performance approval plans, employee handbook updates and compliance, employee coaching, corrective actions, employee recognition programs, and employee communications.
• Maintain employee files in NPHY HRIS following agency protocol ensuring all employee files are organized and current.
• Other HR duties and responsibilities as required or assigned.

Operations Coordination

• Work with Chief of Finance & Operations, Facilities team, and all other NPHY departments to ensure efficient and effective operation of all NPHY facilities and company assets; including but not limited to coordinating maintenance, repair, and/or supplies requests, completing and retaining appropriate documentation for warranties, and maintaining complete, accurate, and organized files of asset maintenance and repair including all facilities and agency vehicles.
• Administrate proper functioning and follow-through in NPHY facilities and asset systems including Microsoft Teams based request boards and Geotab, NPHY’s fleet management online platform.
• Under the direction of the Chief of Finance & Operations and in collaboration with the Outreach and Development teams, coordinate in-kind donation pickups in the community.
• Monitor and manage the agency Operations email account(s) ensuring that all emails are attended to according to agency protocol in a timely and professional manner.
• Other operational duties and responsibilities as required or assigned.

Administrative Support

• Serve as administrative support for the CEO and Chief of Finance & Operations; assist with scheduling, administrative activities, and other projects as assigned.
• Provide quality customer service to all constituencies and with the utmost in a friendly yet professional demeanor.
• Assist with agency administrative and compliance functions including but not limited to agency insurance policies, distribution of insurance certificates, annual submissions for business licensure, and all agency compliance activities within the scope of responsibilities and according to agency protocol.
• Prepare and send out donor thank you letters/tax receipts using online donor system in a very timely manner and forward or address any donor correspondence as needed.
• Receive, sort, and distribute daily mail including interoffice mail; manage outgoing mail as needed.
• Monitor and manage the agency Administrative email account(s) and Finance & Operations voicemail ensuring that all messages are attended to according to agency protocol in a timely and professional manner; answer Finance & Operations calls and resolve or route appropriately.
• Serve as backup for other Finance & Operations Coordinator position; responsible for performing the full scope of essential responsibilities when needed.
• Maintain an in-depth knowledge and understanding of all agency operations, objectives, and relationships.
• Attend and actively participate in all required meetings, trainings, and agency events, as directed.
• Work on special projects as assigned.
• Other administrative duties and responsibilities as required or assigned.

• At least three years relevant experience within the finance and operational activities of a similar size organization, five years of relevant experience preferred.
• High school diploma required, college degree with a BA or BS preferred.
• Must have advanced experience in procurement software, MS Excel and Word, Quickbooks Online or Desktop version, Paylocity or other HRIS, and using websites for various administrative tasks.
• Experience in HR recruiting and onboarding processes; experience in the payroll process.
• Experience in Accounts Payable, Accounts Receivable, Purchasing, and other financial and accounting functions.
• Demonstrated comprehensive knowledge of the full accounting cycle, with the ability to assess how interrelated transactions and processes impact financial statements.
• Familiarity with non-profit sector and ability to navigate the terminology and related unique characteristics.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with the utmost discretion.
• Comfortable in a high performing and quickly growing organization; demonstrated ability to achieve high performance goals, meet deadlines and adapt to changing circumstances.
• Experience in using office equipment including scanner, copier, printer, postage meter, etc.
• Must have valid driver’s license and clean driving history record.
• Must be able to pass federal and state background checks and drug testing.

Qualifications

• Must apply excellent and consistent internal and external customer service to all staff, clients, and agency relationships by practicing diplomacy, tactfulness, and exhibiting positive behavior/attitude as a standard of excellence.
• Must anticipate needs of the organization related to the scope of responsibilities assigned.
• Ability to speak, write and present in a logical, concise, and positive manner that reflects a professional and positive tone. Spanish language proficiency is a plus.
• Experience in seeing projects through the full life cycle; must be highly organized and be trusted to maintain and prioritize competing priorities with little oversight and have a demonstrated ability to complete daily assignments with minimal guidance.
• Thrives in a fast-paced and sometimes high-pressure environment; can adapt to changes in the work environment and manage competing demands and frequent changes, delays, or unexpected events.
• Forward-looking thinker who actively seeks opportunities and proposes solutions and eagerly engages in professional growth opportunities when presented.
• Exercises considerable discretion and judgment including practicing the utmost transparency with senior leadership.
• Knowledge and strong proficiency in digital applications including creative usage to generate efficiency, track projects, and proactively develop other opportunities to leverage technology for agency needs.
• Personal qualities of the utmost in integrity and credibility, and a commitment to and passion for NPHY's mission.
• Strong attention to detail and recordkeeping including filing, archiving, and data storage.
• Ability to drive a motor vehicle, walk, lift, and carry items up to 25 lbs., and use a computer keyboard for long periods of time.

Benefits

• NPHY offers a competitive benefits program including three weeks Paid Personal Leave (PPL) in your first year of employment and fourteen paid holidays per year.
• NPHY offers a unique benefit to all full-time employees in the form of a Health And Personal Investment (HAPI) reimbursement of $50 per month.
• NPHY also offers fully paid employee medical, dental, vision, and life insurance plans. Other employee-paid voluntary insurance plans are available including short-term and long-term disability.
• Employees can also participate in a 403(b) Thrift retirement plan with up to 3.5% employer match.