Supervises, coordinates, monitors, and evaluates the day-to-day operations of the department clerical and maintenance staff; ensures the accomplishment of the various office tasks in the most efficient and effective manner possible; cross-trains and supports all office assignments concentrating on targeted deadlines and quality standards; prepares various routine and special reports to keep the department head abreast of progress; ensures office operations are in compliance with established departmental policies and procedures.
Performs specialized clerical and bookkeeping tasks in the recording and maintenance of precise fiscal records and financial data; applies fundamental bookkeeping knowledge and skills to varied bookkeeping tasks such as posting, checking entries, issuing checks, balancing accounts, and preparing financial reports for assigned accounts; prepares and maintains financial records in an accurate, complete, and timely manner while ensuring the integrity, security and accountability of Salvation Army financial accounts.
Supervises, assigns, and evaluates the work of Area Command clerical and social service staff (Custodian, Receptionist, Social Service Worker); trains and instructs staff in performing work and inspects work for accuracy and completeness; provides assistance in performing work and resolving operational problems. Relieves the Area Commander of administrative detail; prepares correspondence and maintains Area Command records.
Ensures that proper records are maintained on all direct services to clients; informs of Case Manager of funds available for clients; ensures that accurate reports are maintained on same funds; ensures that Area Commander approves all direct assistance to employees or family members. Office Manager Responsibilities:
Supervises, coordinates, assigns, monitors, audits, and evaluates the work of clerical and/or maintenance employees; monitors employees work in progress and upon completion; instructs and trains employees in proper methods and procedures; prepares and maintains up-to-date job descriptions for the above employees; conducts performance evaluations; provides constructive and positive feedback to employees to improve productivity, efficiency, and effectiveness; notifies the Commanding Officer immediately regarding major staff difficulties.
Receives and responds to telephone calls from individuals inquiring about The Salvation Army's services; responds to questions or problems regarding the office operations; researches information in order to provide information or resolve problems in a timely manner; attempts to resolve complaints and/or problems in a professional and timely manner; notifies the Commanding Officer of major problems or minor problems which could easily become major in nature.
Supervises the preparation of daily income analysis sheets and entering of totals into the cash book on a daily basis; supervises the recording of all income in accordance with The Salvation Army Standards of Accounting Guide; coordinates the maintenance of a running total on income and communicates with the Commanding Officer and appropriate department heads with regard to the weekly income.
Supervises the creation and maintenance of vendor files on all account payables; supervises the issuing of checks for all payables, as they come due, on a monthly basis and posting expenses to proper account according to The Salvation Army Accounting Guidelines; ensures the Commanding Officer reviews all invoices and signs all checks prior to distribution; notifies the Commanding Officer immediately when expenses exceed normal operation amounts, when unauthorized expenses appear or when income levels fail to meet the budget amount.
Supervises the reconciliation of bank statement, completion of monthly cash reports for submission to Divisional Headquarters, paying all remittance charges due to Divisional Headquarters within five working days from the close of the months business and compiles any reports as assigned by the Commanding Officer.
Procures, prioritizes and disseminates all office mail to ensure that all mail is processed in a timely and efficient manner; determines which items require special attention and which are routine in nature; directs clerical staff in preparing routine correspondence not requiring dictation; supervises the batching and deposits of mail appeal income on a daily basis for each mail appeal conducted (Homeless Association, World Hunger, Camp, Winter Relief, and Christmas).
Reviews, monitors and ensures the accountability and security of all monies processed through the office; prepares and verifies bank deposits; prepares various comprehensive reports and statistical records reflecting the office operations.
Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.
Serves as a liaison for other departments and/or other divisions seeking information or services from the commanding officer; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.
Develops and maintains a filing system of a variety of department correspondence, forms, cards, records, reports, and documents; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.
Plans, schedules, conducts, and participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems; provides recommendations for improvements and/or enhancements in office productivity.
Provides support for each employee in the event one is absent; ensures all employees are cross-trained in other employees work to ensure the uninterrupted work-flow during employee absences; learns and maintains awareness of all job assignments in the office that report to the Office Manager.
Provides the necessary management skills in order to effectively plan for work loads and deadlines; ensures compliance with established policies and procedures.
Maintains open communication with office staff and supervisors; ensures the department head is informed of problems, special situations, and developments within the office.
Provides recommendations to upper management to improve/simplify/stream-line methods and procedures; initiates, explains and enforces new and existing procedures as directed.
Reviews office staff sick leave, vacations and floating holidays and approves the same; ensures that adequate level of staff is maintained and schedules additional staff during peak periods if necessary to ensure department operations are not interrupted; provides recommendations to the department head.
Monitors job performance, socialization within the office, employee attitude and interaction with others and overall performance; provides employee with necessary information to correct deficiencies.
Prepares and maintains personnel records; schedules vacations and informs Commanding Officer of unexcused absences; monitors work hours, approves and initials office staff time cards; discusses expectations regarding overtime with employees.
Screens, interviews, and selects qualified employees to fill vacant positions; prepares and submits personnel paperwork necessary to facilitate the hiring process and to obtain the necessary approvals.
Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.
Coordinates routine maintenance and repair of office machines and ensures that office equipment is operated and maintained in compliance with acceptable practices and procedures to ensure long life of equipment; contacts vendors and sales representatives to schedule repairs.
Coordinates the annual United Way Campaign for staff; maintains payroll deduction records and assists in the yearly budget preparation.
Posts and maintains a variety of ledgers; enters income and expense data into computerized financial systems; proofs entries to verify accuracy and completeness; prepares and makes journal entries, balances accounts and prepares reports.
Transfers totals from ledger accounts to routine financial statements; prepares journal vouchers and posts data from general ledger to monthly financial reports - Income & Expense Statement, Balance Sheet, Bank Reconciliation, Mileage, Self-Denial, Accounts Receivable and Payable Reports, etc..
Reviews the daily preparation of the Thrift Store Income Analysis Sheet to ensure accuracy and completeness; enters totals into the cash book on a daily basis; maintains the Thrift Store petty cash fund.
Prepares fines and restitutions checks; processes vouchers received from local corrections centers; enters data into the computer and prints checks to pay fines; obtains authorized signatures on checks and distributes checks; prepares and files necessary back-up paperwork.
Posts and maintains accounts payable ledger; receives, dates, stamps, obtains approval stamp, and codes all invoices; matches invoices with appropriate back-up paperwork and purchase order; enters data into the accounts payable system; runs reports weekly to determine bills that are due; enters cash payments into the computer; runs checks, records disbursements in all cash ledgers, and distributes checks; prepares and maintains a Vendor File on all Thrift Store payables; notifies the Commanding Officer immediately when expenses exceed normal operation amounts, when unauthorized expenses appear or when income levels fail to meet the budgeted amount.
Posts and maintains accounts receivable ledger; receives invoice payments and verifies amount due; prepares receipt, stamps check, posts payment, runs reports, and completes and files deposit slip; determines source of funds and makes appropriate entry into cash books; maintains records of amounts receivable from Divisional Headquarters, Territorial Headquarters, other units and vendors; records all income in accordance with The Salvation Army Standards of Accounting Guide; maintains a running total of income and communicates the same to the Commanding Officer and Thrift Store Manager with regard to the weekly income level.
Receives, records, and deposits cash receipts; prepares daily tabulations and reports of cash receipts; distributes receipts to proper funds; makes daily entries into cash receipts ledger; makes adjusting entries as necessary i.e. voids checks and bank charges, etc.; prepares checks for deposit; reconciles bank balance to book balance.
Classifies receipts and disbursements in accordance with established codes; maintains billing and posting of charges and credits to accounts; prepares summary reports.
Posts payments of expenditures; issues checks as necessary; maintains specified fund accounts and verifies daily deposits.
Prepares Divisional Headquarters remittance forms listing monies owed for insurance, statewide and support service, retirement, property income and expense, vehicle replacement, and miscellaneous.
Prepares and balances bank reconciliations and copies financial statements from computer printouts to required forms.
Maintains checking accounts by making timely deposits, tracking bank balance and reconciling accounts; follows-up with bank to resolve errors; maintains complete file of deposit slips and canceled checks.
Develops and maintains a filing system of a variety of financial documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.
Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain records; researches files to locate specific information found in documents, correspondence, lists, forms, etc.
Prepares and processes employee records and payroll; collects employee time sheets; records hours on worksheets and balances the same; serves as liaison to the payroll administrator vendor and shares payroll figures; mails original worksheet to Divisional Headquarters and maintains a copy of the same.
Provides assistance in performing routine audits; prepares audit workpapers; assembles and prepares records for presentation to auditor; answers auditor questions as necessary; prepares a response to items in the audit report.
Two years course-work from an accredited college or university AND Three years experience progressively responsible office administration work WITH some supervisory experience OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.
To apply, please complete our on-line application using the apply button at the bottom of this posting.
All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or veteran status.
Equal Opportunity Employer/Affirmative Action Employer
Battling to provide social services, The Salvation Army is more than 4 million strong -- including some 3.4 million registered volunteers....