Business Manager- 13-020 - SC/ Door Of Hope - Homeless Services

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Position Summary

The Business Manager will perform a variety of operational, financial, property, human resources, contracts, and general business tasks relating to San Diego Homeless Services (SDHS) in accordance with The Salvation Army Policies and Procedures. The Business Manager will meet regularly with the Homeless Services Director and serve as a business liaison with Divisional Headquarters staff, including the Social Services, Human Resources, and Finance Departments, to develop and implement strategies for the successful fiscal operation of SDHS. The Business Manager will oversee existing government and non-government contracts.

Essential Functions

• Prepare, submit and coordinate accounts payable and account receivable with the divisional finance department, including coding vendor invoices to the appropriate general ledger account, obtaining Director approval signature, sending approved invoices to Divisional Headquarters for recording and payment processing, and resolving vendor invoice issues in a timely manner.
• Serve as the purchasing agent for SDHS, including overseeing day-to-day purchasing, auditing purchasing agreements, serving as the primary contact for vendors, maintaining the vendor listing, and ensuring reasonable prices for goods and services.
• Prepare and execute weekly bank deposits, including check donations, program participant savings, and vendor checks, and prepare the appropriate reports on a weekly basis.
• Prepare monthly income accrual and other adjusting journals, and submit monthly finance reports to Divisional Finance staff, including treasurer’s reports, gift-in-kind reports, cash receipting journals, and other reports as requested, ensuring all Divisional Headquarters reporting requirements are consistently met.
• Provide fiscal management for all SDHS programs. In collaboration with the Homeless Services Director, develop the SDHS annual budget covering all aspects of program operations. Working with the Finance Department, analyze monthly financial activity, evaluate actual income and expenses against budget, explain variances, and prepare variance reports with recommendations to ensure sufficient income to cover expenses.
• Assist the Director with fund development in conjunction with the TSA Development and Social Services Departments, including preparation of program budgets and proposals, responses to Requests for Proposals (RFPs), and amendments, ensuring the agency’s ability to meet financial and programmatic requirements.
• Prepare and submit invoices for grant reimbursements, including regular drawdowns for government contracts. Ensure all contracts are billed monthly, no later than two months after the service period, and that close-out reports are submitted to funders before the deadline.
• Oversight of grant reporting and coordination of grant audits, including preparing and submitting reports to funding sources in coordination with program and Finance Department staff, notifying programs of reporting deadlines and new and renewal applications for government funds, and assisting with corrective action plans resulting from city, county, state, or federal monitoring reviews and audits.
• Communicate with grantors and subcontractors regarding program changes, financial matters, budget modifications, addendums, extensions, non-compliance, and renewals.
• Monitor compliance with all contractual obligations and licensing regulations, including personnel requirements and state licensing obligations.
• Manage and maintain SDHS fleet of vehicles and required reports.
• Manage and coordinate property and equipment maintenance, landscaping and janitorial services, including developing and managing the property maintenance schedule and maintaining an inventory of property and equipment.
• Coordinate, review, and process service agreements, contracts, leases, and facility-use agreements, including preparing written contract summaries for stakeholders, submitting all contracts and agreements to the divisional contracts administrator in a timely manner, and maintaining paper and electronic contract files.
• Maintain personnel files of all employees, current and former, and adhere to HIPAA requirements.
• Supervise and manage direct-report staff, including 90-day and annual evaluations, and give general direction to weekday operation of the SDHS administrative office, including supervision of clerical staff.
• Coordinate, monitor and schedule annual fleet safety, Protecting The Mission, harassment and other safety training courses.
• Monitor and adhere to all Human Resources policies and procedures as provided by Divisional Headquarters Human Resource Department, such as accident and incident reporting, and monitor OSHA requirements, first aid supplies, and requests from staff.
• Attend scheduled staff and management meetings and work with the management team to ensure financial success in all phases of the program; attend webinars, collaboration meetings, and trainings related to contracts and grants management.
• Perform all other duties as assigned.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 40 lbs. Some travel required to participate in training opportunities.

Minimum Qualifications

• BA/BS degree in business, economics, accounting, administrative or social work preferred. Equivalent work experience may substitute for education.
• Three to five years of nonprofit finance and accounting experience, including at least two years of preparation and compliance management of government grants and contracts; experience in grant writing and/or grants management, or demonstrated knowledge thereof.
• Advanced computer skills (Windows, Excel, and Microsoft Office), including experience with Access, PowerPoint, e-snaps, LOCCS, and electronic communications; ability to type 50 wpm.
• Must be able to read, write and communicate well in English.
• Maintain a valid California driver license and be 21 years of age. Before hire, submit a copy of DMV driving record with less than two (2) violations (moving or accident) in the last twelve months. Annual certification in The Salvation Army’s Fleet Program is required. May not obtain more than two (2) violations, moving or accident, in one year.
• Must pass a criminal background check and complete a TB test within 7 days of hire and annually thereafter.
• Ability to work flexible hours to accommodate operational needs.

Skills, Knowledge & Abilities

• Requires understanding and acceptance of, and adherence to, TSA standards and philosophy.
• Professionalism, flexibility, creativity and patience are expected attributes.
• Maturity and confidentiality required.
• Ability to work with various ethnic and socio-economic populations.
• Demonstrate initiative, willingness to help people, desire to be an effective team member, ability to work independently, and ability to work well with others in sometimes difficult circumstances.
• Ability to process and assess issues and make sound judgments and/or recommendations.
• Ability to conduct effective training sessions and to communicate concepts and policies to staff.
• Ability to determine building maintenance, repair, refurbishing and remodeling needs, obtain bids, or have staff do the needed work, then evaluate progress and proper completion of projects.
• Ability to support the Director in all areas of administration, including staff supervision, property, financial, and legal matters.
• Understanding of budgets and finance, with technical expertise in developing contract overlays to maximize earnings.
• Strong time management, organizational, and problem-solving skills, with follow-through and the ability to manage multiple priorities, pay critical attention to detail, maintain detailed financial reports, and meet deadlines.
• Service minded, with the ability to function in a multi-facility environment and to interact with and support staff in various departments.
• Ability to represent The Salvation Army at public events in a professional manner, with confidence and comfort in soliciting donations or services on behalf of TSA.