Business Operations Specialist

Job Purpose

The Penfield Ambassador is responsible for the team member experience in the office and for the general payroll functions at Penfield Children’s Center. The Penfield Ambassador reports to the Director of Facilities.

Working Relationships

  • Community professionals
  • Agency and School Staff
  • Families
  • Funders
  • Volunteers
  • General public

Prime Functions

Administrative Responsibilities:

  • Providing comprehensive administrative support, including filing, data entry, and general office tasks.
  • Scheduling & maintaining the organizational calendar, including internal events and room reservations.
  • Organizing and maintaining both digital and physical documents.
  • Coordinating and executing daily late stay duties regarding families and field workers with the assistance of the childcare department
  • Cover front desk PM shift and perform back-up duties as needed

Financial/Payroll Coordination:

  • Processing and managing employee payroll with accuracy and compliance.
  • Work with HR and finance to complete 403b audit and Workers Compensation audit
  • Tracking and administering Paid Time Off (PTO) requests.
  • Producing and creating payroll and employee reports requested by the Finance and HR teams

Resource and Facility Coordination:

  • Coordinating and managing reservations for meeting rooms, therapy sessions, and educational tools/equipment checkout.
  • Processing incoming and outgoing mail and maintaining mailbox tags for organizational efficiency.
  • Managing office supplies inventory and order replenishments as needed.

Special Projects and Employee Engagement:

  • Taking on special projects as assigned by management.
  • Supporting the Employee Appreciation Committee, overseeing initiatives such as managing the anniversary board, sending birthday/anniversary cards, and recognizing achievements.

Other Expectations:

  • Works closely with and takes direction from the Director of People & Culture regarding payroll and employee-related tasks
  • Works closely with and takes direction from the Director of Finance regarding finance-related tasks
  • Encouraged to volunteer 4 hours of time per year to a Penfield activity
  • Actively demonstrates a commitment to understanding and advancing diversity, equity and inclusion efforts. 
  • Understands, exhibits and promotes the Penfield Core Values
  • Performing all other duties as assigned


  • Associates Degree in relevant discipline preferred
  • Payroll and/or office management experience preferred
  • Excellent organizational skills and attention to detail
  • Excellent communication skills – written and oral
  • Computer literacy required: efficiency in Microsoft Office, including strong Excel skills. Ability to learn new programs
  • High level of confidentiality and business ethics
  • Able to work well both independently and as a member of a team
  • Able to work at a computer station for extended periods of time
  • Manual dexterity required for typing on a computer keyboard
  • Ability to lift or move objects of 25 lbs. or less
  • Meeting vaccine standards as outlined in Bloodborne Pathogens Exposure control plan

Core Values
Lead with Love – We welcome everyone with compassion and empathy; patience and kindness.
To lead with love, we look for the best in our co-workers, our families, and ourselves.

Grow with Us – We celebrate our successes and learn from our mistakes. We believe there is always a better way asking questions that challenge the status quo, improve our process and make our work easier. Grow with us allows us to focus on how we can improve ourselves and, in the process, better serve the children and families in our care.

Better Together – Together, we can do amazing things. Children and families trust us and depend on us to work as a team to meet their needs. We are better together when we maximize our strengths, the gifts of our colleagues and the commitment of our amazing partners.

Do What it Takes – We are determined, motivated and adaptable. We solve problems. We own our work, our actions and our behaviors. We step up to help our co-workers, partners and our families. We do what it takes to get the job done right and done well.

Be Present – We bring our best genuine self to everything we do. Being present allows us to bring our passion and commitment to our work to ensure the best possible outcomes for Penfield.

What we Do
● We communicate effectively, give feedback honestly and receive it with an open mind
● We use data and processes to drive decisions
● We celebrate success and learn from our mistakes
● We work to find balance in our personal and professional life
● We provide the same care and compassion to our colleagues and ourselves that we share everyday with the people we serve

Penfield Children’s Center is an Equal Opportunity Employer.

Reports to: Director of Facilities
Fair Labor Standards Status: Exempt

Expected Schedule: 9:00am – 5:30 M-F (remote work is not available. 10/4 schedule may be
Salary Range: $37,298 – $55,948

Job Type: Full Time

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