Food Bank of the Southern Tier Seeks a Business Services Manager
The Food Bank of the Southern Tier is committed to creating a future without hunger where access to
healthy food by all is recognized as fundamental to the well-being and success of individuals and
the foundation of a strong, vibrant society. We are striving to be a client-focused, engaged,
high-performing team, leading a collaborative effort across our region to ensure equitable access
to nutritious food through our values of Integrity, Learning, Inclusion, Caring, Respect, and Abundance.
Salary: Starting at $55,000, based on experience
Open Office Hours: Monday – Thursday, 8:00 am – 4:00 pm, and Friday, 8:00 am – 1:00 pm. We believe
in work-life balance!
The Food Bank provides a comprehensive benefits package (see below) to our full-time workforce
members who work 30 or more hours per week.
Who are we looking for?
• A highly motivated, detailed, strategic thinker who can focus on tactical and operational issues in a fluid and fast-paced work environment.
• A great supervisor with strong leadership skills.
• A person who is proactive and organized and will identify issues that could impede progress.
• A person to find opportunities for process improvements.
• A proficient user of Microsoft Office and can manage IT equipment and troubleshoot software and hardware issues.
Primary Functions:
The Business Services Manager (BSM) manages the administrative operations and support functions of
the Food Bank of the Southern Tier (FBST). In addition, this position manages all contracts
(Feeding America, Hunger Prevention & Nutrition Assistance Program (HPNAP), county, state & federal
contracts, and some grants) to ensure that all contractual obligations are met and reports are
accurate. The BSM also serves as the day-to-day liaison between FBST and Catholic Charities
Diocese of Rochester (CCDOR) centralized services for Finance and IT. The BSM must be a highly
motivated, detailed, strategic thinker who can focus on tactical and operational issues in a fluid
and fast- paced work environment, problem-solve and create solutions to drive a course of action,
maintain accuracy and work collaboratively with workforce members of all levels throughout the
organization. Furthermore, this person should be a creative team player who can manage multiple
priorities and cooperatively and enthusiastically switch between responsibilities at a moment's
notice.
Specific Duties:
Administrative
• Develops and monitors the annual Administrative and Shared Services budget.
• Assists VP of Finance and Administration (VPFA) with the annual budget process and quarterly
adjustments as needed.
• Supports VPFA with creating monthly, quarterly, and annual financial reports for Catholic Charities' Finance Department and internal departments.
• Assist VPFA with grant tracking and required grant reporting information.
• Drives and manages annual department goal setting, work plans, and prioritization while
tracking alignment with the Food Bank's overall strategic plan.
• Oversees all daily fiscal activities of the Food Bank, including accounts payable & receivable, cash receipts, invoices, monthly donor reconciliation, bank deposits, and petty cash.
• Approves accounts payable invoices.
• Monitors agency accounts receivable, grant allocations, and usage.
• Manages all external funding contracts, keeping appropriate records to ensure all contractual obligations are met, including some grants & donor-restricted funds.
• Ensures and maintains the accuracy of all the financial aspects of the Primarius 2 (P2) inventory control system.
• Supervises agency order confirmation, grant allocation, and Partner Driven Pound (PDP) receipting.
• Confirms FBST cost basis and distribution prices are input correctly.
• Reviews Monthly and Quarterly Pulse Reports and completes Quarterly Pulse financial sections.
• Manages the Hunger Prevention and Nutrition Assistance Program (HPNAP) grant.
• Maintains appropriate records and registrations for NOEP, VendRep, SAM, and Grants Gateway online state and federal reporting platforms.
• Handles Insurance Certificate requests.
• Keep all records and documentation of FBST property and vehicles current, including property tax exemptions, fleet registrations, fixed asset disposition, etc.
• Create and maintain standard operating procedures as needed.
• Manages various service contracts with outside vendors, including security, cleaning, postage, office equipment/furniture, etc.
Information Technology
• Works with the VPFA to meet short, intermediate, and long-term goals for the organization's IT functions.
• In partnership with Catholic Charities IT Department, monitors the integrity of the organization's IT system and acts as a liaison regarding communication and workforce members IT issues.
• Troubleshoot software and hardware issues as needed.
• Assist the Business Services and Systems Coordinator with IT requests and needs for workforce members.
• Oversee the IT request process.
• Ensures workforce members are effectively trained or familiar with IT hardware and software as needed.
• Manages Asana software users.
• Manages the security door fob system, including but not limited to activating and deactivating fob users and changing door programming as needed.
• Manages the VoIP phone system, including the cell phone and desktop apps, activating and deactivating users, managing the organization's directory, voicemails, and automated messaging as needed.
• Manages the security system in collaboration with the security system vendor.
• Oversees IT vendor contracts.
• Manages all internal support systems ensuring that all systems are fully operational, including IT network, phones, printers/copiers, and others as assigned.
Leadership
• Identifies opportunities to break down silos and ensure transparent and effective communication and partnership across departments.
• Positively contributes to the organizational culture by promoting and modeling organizational
values.
• Improve the effectiveness of the team by promoting an environment of knowledge sharing.
Supervision
• Effectively manages direct reports by establishing relationships with team members based on trust and mutual accountability.
• Ensures team members are familiar with and adhere to organizational values.
• Supervises and supports the team with equity, diversity, and inclusion as core values.
• Engages team members in the development of annual goals and objectives and monitors progress.
• Meets regularly with team members to track progress to goals and provide regular feedback on performance in addition to formal annual performance evaluations.
• Ensures the ongoing development and effectiveness of the team by making available adequate tools, systems, and training on a consistent basis to carry out work effectively.
• Hires, trains, schedules, motivates, evaluates, supports, and directs employees to optimize workplace productivity and promote professional development and growth.
• Approves direct reports' timesheets, time-off requests, and overtime.
• Delegates duties and responsibilities as necessary.
General
• Identify areas of opportunities and propose and implements solutions.
• Provide backup assistance to team members as needed.
• Other duties as assigned.
Qualifications:
• Associate Degree preferred or equivalent experience in accounting, finance, business management, IT, or related area.
• Plus, a minimum of five (5) years in accounting, finance, business management, or a related area.
• Minimum three (3) years in computer science, IT, or a related area.
• Minimum three (3) years in a supervisory capacity directly supervising two (2) or more staff.
• Non-profit experience is preferred.
• Proficiency in Windows, Microsoft Outlook, Word, Excel, & PowerPoint programs required.
• Excellent verbal, written, and interpersonal communication skills.
• Strong ability to analyze and interpret data, use graphs and charts, calculate percentages and proportions, and use spreadsheet formulas required.
What you will get:
Food Bank of the Southern Tier offers a well-rounded and comprehensive benefits program
• Salary: Starting at $55,000, based on experience.
• Full-time, Exempt position. We believe in work-life balance!
• Paid Time Off, 10 days to start, 15 days after 1st Anniversary
• Holidays 12-14 paid holidays and a flexible, family- friendly schedule.
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Short-Term Disability
• Long-Term Disability
• Critical Illness Insurance
• Supplemental Insurance
• Flexible Spending Account
• Health Savings Account
• Legal Plan
• Identity Plan
• Employee Assistance Program
• 6% Pension
• Employee 401(k)
• My Better Benefits – provides discounts and savings on thousands of products and services
The Food Bank of the Southern Tier is committed to creating a diverse, equitable, and inclusive
environment and is proud to be an equal opportunity employer. Individuals who bring that
perspective and support diversity, equity and inclusion in all forms are strongly encouraged to
apply.
Our hiring process and timeline:
• Applications will be reviewed regularly until the position is filled
• Phone screenings will be conducted with qualified candidates
• In-person or Zoom one-hour interviews will be conducted with candidates who advance after the phone screening
• In-person interviews are typically with 2-5 Interviewers
• Selected candidate(s) to start ASAP