Program Operations Coordinator 1

Title: Program Operations Coordinator 1 Division: HOPICS
FLSA: Non-Exempt, Full-time Supervisor: Business Operations Manager
Pay Scale: $25.00-30.00


Summary
Under the supervision of the Business Operations Manager, the Program Operations Coordinator I is primarily responsible for supporting the agency's Accounts Payable function by reviewing, verifying, processing, and maintaining financial transactions in compliance with agency policies, funding requirements, and internal controls. The position also provides administrative and operational support to the Business Operations Department as assigned. The Program Operations Coordinator I supports the day-to-day functions of the Accounts Payable department by maintaining financial records, monitoring invoice processing, communicating with vendors and internal staff, researching payment discrepancies, and assisting with month-end and fiscal year-end activities. In addition to Accounts Payable responsibilities, the position provides operational support for administrative processes, financial record keeping, and other Business Operations functions as assigned. The role
requires strong attention to detail, sound organizational skills, discretion when handling confidential financial information, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions
Accounts Payable Operations
 Prepare and maintain accurate financial logs, reconciliation reports, receipts, and supporting documentation.
 Prepare invoices and supporting documentation for payment processing in accordance with agency policies and procedures.
 Verify invoice accuracy, coding, approvals, and supporting documentation prior to submission for payment processing.
 Maintain organized filing systems for operational, financial, and administrative records.
 Ensure compliance with agency policies, audit standards, and financial procedures.
 Receive, review, and process vendor invoices.
 Process Request for Check (RFC) packets.
 Enter invoices into QuickBooks.
 Reconcile vendor statements and research discrepancies.
 Respond to vendor payment inquiries.
 Maintain AP records and documentation.
 Track invoice aging and payment deadlines.
 Assist with month-end and fiscal year-end AP activities.
 Maintain confidentiality of financial records.
 Scan, index, and electronically file Accounts Payable documentation in accordance with agency record retention requirements.
 Maintain vendor records and assist with vendor onboarding and documentation as assigned.

Business Operations Support
 Assist with day-to-day administrative and operational activities across assigned HOPICS locations.
 Maintain and monitor petty cash funds, travel advances, and company-issued gift cards in accordance with agency financial policies and internal controls.
 Track distribution, usage, reconciliation, and documentation of cash funds and gift cards.
 Prepare spreadsheets, reports, tracking logs, and operational summaries as requested.
 Respond to operational and administrative inquiries in a professional and timely manner.
 Monitor operational expenditures and assist with tracking department spending and budget-related documentation.
 Coordinate ordering, tracking, and receipt of office, operational, and facility-related supplies.
Compliance & Record keeping
 Maintain confidentiality of financial, employee, participant, and operational information.
 Support compliance with agency operational procedures and internal controls.
 Maintain accurate records related to reservations, purchases, inventory, reconciliations, and operational activities.
 Assist with audit preparation and documentation requests as needed.

Communication & Collaboration
 Establish and maintain professional working relationships with staff, vendors, and community partners.
 Communicate effectively regarding operational schedules, reservations, purchasing, and administrative processes.
 Attend required meetings, training, and agency events.
 Perform additional duties as assigned.

Secondary Functions
 Overtime, evening, or weekend work may occasionally be required based on operational or event needs.
 Travel between HOPICS locations may be required.

Minimum Qualifications - Knowledge, Skills and Abilities Required
 High School Diploma or GED required; Associate degree preferred.
 Minimum one (1) year of experience in Accounts Payable, financial administrative support, accounting support, or
bookkeeping, preferred.
 Strong attention to detail and ability to maintain accurate financial and operational records.
 Ability to organize tasks, prioritize workload, and manage multiple assignments.
 Strong written, verbal, and interpersonal communication skills.
 Proficiency in Google Workspace, Microsoft Office, spreadsheets, and database systems.
 Ability to maintain confidentiality and exercise sound judgment.
 Valid California driver’s license, proof of insurance, and reliable transportation may be required.
 Successful completion of background screening and verification of employment eligibility required.

Non-Essential Qualifications - Knowledge, Skills and Abilities
 Experience working in nonprofit, social services, or multi-site operational environments.
 Experience with financial tracking systems, reservation systems, or accounts payable processes.
 Bilingual skills preferred.

Supervisory Responsibilities
This position does not have direct supervisory responsibilities.

Environmental Conditions (Working Conditions)
The Program Operations Coordinator I works primarily in office and program site environments with frequent interaction with staff, vendors, and community partners. The role may involve occasional exposure to active service settings and frequent interruptions requiring adaptability and multitasking.

Physical Requirements
 Ability to lift, carry, push, or pull up to 25–50 lbs.
 Ability to stand, walk, bend, sit, and move throughout the workday.
 Ability to operate office equipment, computers, and phones for extended periods.
 Ability to assist with event setup and operational logistics as needed.

Mental Requirements
 Ability to manage changing priorities and multiple deadlines.
 Ability to process detailed financial and operational information accurately.
 Ability to analyze problems and implement practical administrative solutions.
 Ability to maintain professionalism and composure in a fast-paced environment.