Finance Systems & Operations Specialist

POSITION SUMMARY: 
The Finance Systems & Operations Specialist plays a key role in managing and optimizing essential financial processes, systems, and reporting functions for the YMCA of Long Island. This exempt-level position is responsible for the coordination and oversight of scholarship systems, incident reporting platforms, annual campaign data, membership reconciliation, and accounts payable processing. The role requires strong technical acumen, project management skills, and the ability to work collaboratively across departments, including IT, Branch Operations, and Philanthropy.

ESSENTIAL FUNCTIONS: 
Scholarship & Financial Aid Management

• Lead the association-wide implementation and ongoing administration of the FA Check scholarship system within Daxko.
• Serve as the central point of contact for scholarship policies, data entry, reporting, and staff training.
• Ensure consistent communication with branches and program staff regarding participant eligibility and award application processing.

Incident Reporting Oversight

• Manage the Clarity incident reporting system for staff, participant, and insurance documentation across all branches.
• Provide training and technical support to users and coordinate with legal/risk partners to ensure compliance and accuracy.

Program Registration System Support

• Oversee the backend programming of all YMCA programs in collaboration with Branch staff, IT, and Marketing.
• Ensure all program data is accurately entered, configured, and aligned across Daxko, registration portals, and public-facing platforms.

NSF and Membership Integrity

• Lead reconciliation and cleanup efforts related to NSF (non-sufficient funds) memberships in Daxko.
• Collaborate with branches to develop consistent processes for managing member communications and collections follow-up.

Annual Campaign Financial Processing

• Manage pledge entry and donation processing for the association’s Annual Support Campaign.
• Partner with the Philanthropy and Branch teams to ensure accurate tracking, reporting, and reconciliation of contributions.

Financial Systems Support

• Accounts Payable and Payment Operations.
• Oversee electronic funds transfers, ACH payments, and check processing in alignment with internal controls.
• Lead issue resolution related to payment discrepancies and vendor inquiries.

Reconciliation & Reporting

• Manage reconciliations of vendor statements and collaborate with the accounting team on month-end and year-end close activities.
• Generate, analyze, and present financial and operational reports to department and organizational leadership.

Process Compliance & Continuous Improvement

• Ensure compliance with financial policies, procedures, and applicable laws and regulations.
• Identify and recommend process enhancements to increase accuracy, efficiency, and internal controls.

Other Duties as Assigned

• Support audits, internal projects, and interdepartmental initiatives related to financial systems and data integrity.

• Associate’s degree in Accounting or a related field or comparable level of experience is preferred.
• Minimum of 3-5 years of experience in accounts payable or a similar role.
• Advanced knowledge of financial platforms such as Daxko, QuickBooks, SAP, or comparable systems.
• Strong proficiency in Microsoft Excel, with experience in data analysis and financial reporting.
• Demonstrated ability to lead cross-departmental projects or systems implementations.
• Strong written and verbal communication skills, with the ability to engage both technical and non-technical audiences.
• Highly organized and detail-oriented, with the ability to manage multiple priorities.
• Experience in a nonprofit, youth services, or mission-driven organization is strongly preferred.

WORK ENVIRONMENT &