Administrative Operations Specialist

LOCATION: Syosset, NY

REPORTS TO: Sr. Business Operations Manager

DEPARTMENT: Fiscal

SCHEDULE: Full Time

AGENCY BACKGROUND:

MercyFirst is a not-for-profit human and social service agency that has been serving children and families in need since we were founded by the Sisters of Mercy/Hermanas de las Misericordia in 1894. Today our agency continues to address the emotional and physical needs of children and families in Brooklyn, Queens, Staten Island, and across Long Island through innovative treatments and life-changing interventions. We provide community-based prevention and family foster care services, group homes in the community for struggling children and families within the child welfare and juvenile justice systems, and short-term residential services for unaccompanied migrant children. Each year, MercyFirst serves more than 3,000 children, teenagers and families overcome enormous obstacles, re-imagine their futures and develop.

their full potential.

PROGRAM BACKGROUND:

The Fiscal Department monitors the financial health of MercyFirst, oversees financial strategies, and ensures compliance with financial regulations and/or contract requirements. Responsibilities include financial planning, reporting and controls, short- and long-term business strategies, cash management, internal risk management, and working with external auditors.

POSITION SUMMARY:

The Administrative Operations Specialist supports administrative and organizational operations by managing asset and equipment tracking, coordinating utility services and invoice processing, and overseeing vendor relationships. The role ensures all equipment, service accounts, and utility expenses are accurately tracked, maintained, and aligned with operational and financial procedures.

REQUIRED QUALIFICATIONS:

• 2-4 years of experience in administrative or operations support.
• Strong organizational and multitasking skills with attention to details.
• Experience with asset tracking, invoice coding, or vendor coordination preferred.
• Proficiency in Microsoft Excel and data tracking systems.
• Strong communication and follow-up skills.
• Ability to review and analyze basic financial data.

RESPONSIBILITIES:

Asset & Equipment Management

• Maintain a centralized inventory of all organizational assets, including:

                  Computers, laptops, and related IT equipment.

                  Cell phones and service plans.

                  Security cameras and cable boxes.

                  Other assets, as needed.

• Track asset assignments, locations, and condition,
• Coordinate equipment deployment and setup for new hires and retrieval during offboarding.
• Monitor asset life cycle, including replacements and warranties.

Utilities Management & Coordination with Accounts Payable

• Monitor utility accounts, including electric, gas, water, internet, and cable services.
• Serve as the internal point of contact for utility-related issues (separate from facilities service tickets).
• Review and code utility invoices in DocLink for Accounts Payable processing.
• Assign invoices to appropriate programs and general ledger accounts.
• Verify billing accuracy against historical usage and service agreements.
• Identify and escalate discrepancies such as:

                         Unusual usage spikes.

                         Duplicate or incorrect charges.

• Maintain accurate records of utility accounts and billing history.

Vendor & Contract Management

• Serve as the primary point of contact for vendors related to:

                Telecommunications (phone, internet, cable).

                Equipment and service providers tied to tracked assets.

                Other vendors, as needed.

• Maintain records of contracts, service agreements, and renewal schedules.
• Track contract expiration dates and ensure timely renewals.
• Coordinate installations, upgrades, and service changes (non-facilities related).
• Assist in identifying cost-saving opportunities and service improvements.

Tracking, Reporting & Compliance

• Maintain organized and up-to-date tracking systems for:

                Asset inventory.

               Vendor contracts and renewals.

               Utility accounts and billing.

               Other items, as needed.

• Prepare regular reports for leadership, including:

              Asset status and inventory updates.

             Utility cost trends and variances.

             Upcoming contract renewals.

             Other reports, as needed.

• Ensure all documentation is audit-ready and compliant with organizational standards.

Key Competencies

• Organization and time management.
• Attention to detail and accuracy.
• Problem-solving and critical thinking.
• Communication and coordination.
• Accountability and follow-through.

Performance Expectations (KPIs)

• Accurate and up-to-date asset inventory.
• Timely and accurate coding of utility invoices.
• Zero missed vendor contract renewals.
• Identification of billing discrepancies.
• Clear and consistent tracking/reporting.
• Plus, additional KPIs to be developed in collaboration with Senior Management, Business Operations.

BENEFITS/PERKS:

• A comprehensive health insurance package including medical, dental and vision plans for you and your family.
• 403B retirement benefits
• Employer-paid life insurance and long-term disability insurance
• Generous paid time off (vacation, personal, sick, 12 paid holidays)
• Free employee assistance program through National EAP
• Insurance discounts for our staff and their families
• Training to support professional and personal development.
• Employee wellness program
• Employee recognition activities

Salary Range:
$50,000 - $60,000 per year

FLSA Category: Non-Exempt

MercyFirst is an inclusive, anti-racist, multicultural organization and an Equal Opportunity Employer who welcomes prospective employees from diverse backgrounds for all levels at the agency. We strive for a workforce that is reflective of the communities we serve, and do not discriminate on the basis of actual or perceived race, color, national origin, alienage or citizenship status, religion or creed, sex, sexual orientation, gender identity and/or expression, disability, age (18 and over), military status, prior record of arrest or conviction, marital status, partnership status, care giver status, pregnancy, genetic information or predisposition or genetic characteristic, unemployment status, status as a victim or witness of domestic violence, sex offenses or stalking, consumer credit history, or any other status protected by federal, state, and/or city law. This includes, but is not limited to, employment actions against and treatment of employees and applicants for employment.