Office Coordinator

Job Description

Job Description

The Salvation Army 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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

BASIC PURPOSE

The Office Coordinator provides administrative and financial support to ensure the efficient operation of the office. This position maintains accurate MVR records, supports Accounts Payable and Accounts Receivable functions, which include processing invoices, payments, billing, and receivables through proper GL coding. The position also oversees the administrative responsibilities of the Ray & Joan Kroc Corps Community Center’s Volunteer program. The Office Coordinator serves as a key resource to staff, vendors, and customers while maintaining a high level of organization, accuracy, confidentiality, and communication with Divisional Headquarters. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

  Office Administration

• Maintain organized and accurate electronic files, physical files, retention records and MVR documents to ensure audit readiness.
• Prepare correspondence such as letters and emails, pull reports, create forms, and spreadsheets to support the business as requested.
• Send meeting reminders.
• Attend assigned meetings for the purpose of taking minutes and prepare for timely distribution.
• Coordinate meetings, calendars, and other administrative activities as needed.
• Manage office supplies, equipment, and service requests for office equipment.
• Maintain confidentiality of sensitive organizational, employee, member, and financial information.
• Exercise sound judgment when handling confidential, financial or sensitive information.
• Demonstrate strong attention to detail, organization, accuracy, and follow-through.
• Manage multiple priorities and meet established deadlines.
• Communicate effectively with staff, management, vendors, and Divisional partners to solve problems and resolve issues.
• Provide professional, timely and courteous service to internal and external clients.

  Accounts Receivable

• Reconcile accounts receivable records and research discrepancies.
• Prepare and input invoices timely and accurately.
• Complete the AR Batch Header with proper GL Code allocations.
• Track incoming payments and maintain an Accounts Receivable log.
• Send required paperwork to Divisional Headquarters.
• Follow up on outstanding invoices.

Accounts Payable

• Process vendor invoices and ensure proper GL Coding, approvals, and supporting documentation. Partner with Corps Officers and Center Director to ensure accuracy of GL Coding in the VIVID accounting system.
• Request payments for vendors and service providers. Resolve any discrepancies.
• Maintain accurate and organized AP records.

Financial and Operational Support

• Reconcile expense receipts and mileage log reimbursements.
• Prepare Traction Rec end-of-day reconciliation and transport deposits to the bank daily.
• Reconcile CCMS transactions and prepare for bank deposit.
• Manage the post office to include daily mail pick up and coordination of bulk mail.
• Retain all motor vehicle registration documents.
• Ensure compliance with current business license posting.
• Support internal and external audits by providing requested documentation.

Seasonal

• Assist with seasonal reconciliation and deposit preparation.
• Facilitate Kettle Worker schedules through the Golden application.
• Support the Corps Officers through the Kettle season with administrative responsibilities, to include distribution of Kettles.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

1. Bachelor’s degree in a relevant field or equivalent experience preferred.
2. Two or more years of administration/bookkeeping/accounting experience.
3. Demonstrated ability to work without supervision.
4. Ability to maintain a high level of attention to detail, reliable follow-through, and meet established deadlines.
5. Strong problem-solving skills.
6. Ability to manage multiple tasks simultaneously.
7. Must have excellent computer skills, experience working with Microsoft Office, and ability to learn AI tools.
8. May be required to work flexible hours seasonally to include evenings and weekends.
9. Must be self-motivated and self-directed with the ability and desire to take projects from inception to completion.
10. Knowledge of office procedures, policy, organizational structure, and office equipment.
11. Demonstrated knowledge of basic accounting, AP/AR, and records management.

CERTIFICATES, LICENSES, REGISTRATIONS

1. Must possess a valid California Class C Driver License , and ability to drive a Salvation Army vehicle
2. Must be 21 years or older.
3. Must be able to successfully pass a criminal background check to include a DOJ Livescan Fingerprint check.
4. Complete The Salvation Army vehicle course training.

PHYSICAL REQUIREMENTS:

1. Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
2. Ability to grasp, push, and/or pull objects
3. Ability to reach overhead
4. Ability to operate telephone
5. Ability to lift up to 25 lbs. for administrative positions
6. Ability to operate a computer
7. Ability to process written, visual, and/or verbal information
8. Ability to operate basic office equipment and tools PC, Fax Machine, Telephone, Calculator, Copier, Printer.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed would not result in undue hardship.