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Business Office Coordinator (Counseling Service Center YMCA)

  • Full Time
  • Anywhere
  • $21.00 - $23.00 USD / Year
  • Salary: $21.00 - $23.00

Website YMCA of Greater New York

Salary: $21.00 – $23.00 P/H


The YMCA of Greater New York is here for all New Yorkers — to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

The Staten Island Counseling Service Center YMCA is seeking a Business Office Coordinator who will provide daily support to the Castle Hill and Jamaica YMCAs in the following areas: Human Resources, Payroll, IT, Risk Management, and some areas of Financial Business. In addition, the Business Office Coordinator will provide administrative support to the executive office and other departments within the branch.

Key Responsibilities:

Process employment and volunteer documents in timely manner – includes the following:

Generate and maintain supply of New Hire Packets, Status Change forms, etc.
Documents verification and accuracy.
Assist with OASAS screening and agency processing.
Timeliness and accuracy of Connect Human Resources system input, facilitate clearance and approval process.
Maintain accuracy and compliance of all employees and volunteers files.
Assist in processing employees benefits in a timely manner – includes as follows:

Maintain supply of all benefits forms: health insurance, retirement, direct deposit, etc., form processing.
Input and maintain current staff memberships in AS400.
Provide paid time off benefit info upon request.
Assist with employment verification requests.
Assist with timely response to unemployment & workers compensation claims.
On-board new employees on use of timeclock, clock-in/out & lunch break policies, dress code, code of conduct, health insurance, retirement, direct deposit and offering New Hire Orientations.
Tracking staff time off & schedule change requests. Assist in auditing of bi-weekly payroll reports for the branch in a timely manner, verifying payments accuracy, distributing payroll reports, missing punch & actual vs schedule reports to the department managers.
In collaboration with supervisors, publishes staff, volunteer & consultant schedules, contact information, office schedules, etc.
Assist in notifying staff/agencies as well as preparing and/or maintaining documents pertaining to staff trainings, medical plan changes, employment terminations, exit interviews, insurance claims, NY State Disability Forms, Workmen’s Compensation claims, FMLA, PFL, and other Leave of Absence forms.
Assist in handling employment, income verification requests.
New Hire reporting to the NYS Department of Taxation.
In collaboration with program supervisors, manages and oversees staff, volunteer & consultant training, certification and licensing requirements including ensuring all is tracked and up to date. Conducts monthly staff checks against required websites/databases.
Maintains & ensures accuracy of consultant, HR and PR files (including I-9 file) and archives.

Assist in preparing branch daily deposits, bank and credit card reconciliation and reporting. Resolve & track chargebacks.
Assist in processing of accounts payable vouchers, invoices, reconciling with Accounts Payable system and updating AP & PO tracking reports. Run open PO & IOH reports to notify branch staff.
Assist in handling petty cash flow, audit receipts and prepare account payable reimbursement voucher.
Assist in collecting of purchasing card documents and submitting to association office.
Assist in creation, management and distribution of financial & billing reports to all department heads.
Maintain and update business office records, vendors’ files, and business office archives in accordance with the File Retention guidelines.
Assist in government contract record keeping and reporting to the agency in a timely manner.

Prepares, manages and tracks 3rd party billing to insurance carriers ensuring valid, accurate and timely filing against proper clinical service delivery.
Receives, tracks and posts 3rd party EOBs and payments.
Tracks, manages and re-files 3rd party billing claim denials.
Prepares monthly reports summarizing 3rd party billing claims, reimbursements and receivables.
Liaison and work with front desk staff as well as billing team, business office and Branch supervisors.
Responsible for front desk coverage, when needed.
Manages client service authorizations and pre-approvals.
Responsible for recording, managing and tracking insurance reimbursement.
Responsible for managing client and agency inquiries regarding client financial accounts.
Act as back up of front office staff in the distribution and posting of daily mail..
Maintain all branch office equipment & computers; order & manage equipment supplies. Create & follow-up with Helpdesk tickets.
Assist with ordering & managing inventory of branch office supplies and equipment.
Upholds all Association and Branch policies and demonstrates the values of Respect, Responsibility, Caring and Honesty in the performance of all duties.
Requiring them to disinfect surfaces & workspace items before & after use.
Requiring them to disinfect surfaces that clients come into contact with after each session/meeting (& to log the completion of this task).
Assist with disinfecting of communal high touch surfaces.
Assist with visitor temperature checks/health declaration completion & documentation.
Other activities and duties as needed that address the ongoing health and well-being of our staff and members
Maintain sanitary habits in accordance with CDC guidelines.
Other duties as assigned.
Desired Skills & Experience:

Bachelor’s degree in Accounting, Human Resources or equivalent experience.

Minimum of two (2) years’ experience in Bookkeeping and/or Business Office Operations and/or Human Resources.

Knowledge of Human Resources preferred.

Knowledge of HRIS a plus.

Detail-oriented and ability to manage multiple projects simultaneously.

Must be able to handle high volume of work.
Strong computer skills, knowledge of Microsoft Office.
Excellent customer service and communication skills.
We offer an exciting and innovative work environment with a culture committed to serving all members of our community. As a leading not-for-profit, community service organization, our Association relies heavily on fundraising to support the wide range of programs we proudly provide the communities we serve. Our expectation is that all staff promotes participation of their branch fundraising efforts in some capacity.

How to Apply:
If you would like to be a member of our dynamic team, please complete our online application and submit your résumé and a thoughtful cover letter that explains your interest in the role and our organization.

If you are a current YMCA employee, please submit your application through the Internal Career Site in Cornerstone.

** New Requirement**
All potential YMCA of Greater New York employees are required to show proof of COVID-19 vaccination. Please use the “Additional Attachment” section on the online application to upload your proof of COVID-19 vaccination.


Auxiliary aids and services are available upon request to individuals with disabilities

YMCA OF GREATER NEW YORK | Where there’s a Y, there’s a way.

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