Administrative Coordinator

Description

OVERVIEW:

The position is directly responsible to the Corps Officer(s). Specifically, to assist the Corps Officer(s) in how he/she functions in the corps in relation to the community, including the interaction with the Advisory Board and the community at large, when necessary. This position assists the Corps Officer with all aspects of the organization's role in the community and in daily operations of the facility, including but not limited to:

DUTIES AND RESPONSIBILITIES:

• Assist staff with the maintenance of the corps building, including the office area, in line with the high standards of The Salvation Army (TSA). Assist in the ordering of products necessary for the smooth operation of business and customer service.
• Assist in grant writing and fundraising in a team setting with the Officer(s).
• Assist in the management and maintenance of the general office of The Salvation Army. This will include, but is not limited to, the following:

• Answering phones
• Maintenance of corps general filling system
• Preparation of correspondence and/or other documents as needed for TSA business.
• Assist in opening of mail & the distribution of mail.

• Record and maintain minutes of all Advisory Board and Committee meetings. Minutes must be reviewed by the Corps Officer(s) within one week of the meeting. Once approved, the minutes are mailed/e-mailed to Advisory Board members and to the Divisional Headquarters head staff.
• Assist with coordinating seasonal activities of the corps, including Summer Camps, Thanksgiving, Christmas, Easter, fundraising events, and community outreach programs, such as Commodities and Sally Place.
• Maintain personal files regarding vacation, sick leave, and benefits in compliance with TSA Territorial and Divisional policies and procedures. Order proper forms for insurance and personal records for new and existing employees.
• Provide reports to Headquarters in a timely manner, including monthly statistical and financial reports in the format provided.
• Maintain a high standard of representation of The Salvation Army in physical appearance, emotional stability, and spiritual leadership.
• Assist the Corps Officer in the support of and assistance to their duties. This is a highly confidential position which represents the integrity and reputation of the Officers and The Salvation Army.
• May be asked to fill in a variety of other assignments as the need arises to allow for the smooth operation and flow of the work site and needs at hand as the corps officer
• Securing files, all income, and valuables in an appropriate manner within filing systems behind locked doors and within safe as appropriate.
• Schedule vendors for maintenance of property and vehicles.
• To work as a team with corps officers in the preparation of the accounting needs of the unit. These include counting and depositing of income, processing accounts receivable and payable, and maintenance of subsidiary ledgers.
• Must work with accounting personnel at the Accounting Service Center (ASC) in San Francisco to meet all our accounting needs within the specified timelines. These include:
• Counting of income and preparation of deposits with a non-related person
• Processing invoices for CO approval and batching to ASC for accrual and/or payment
• Processing and account receivable for ASC entrance
• Maintenance of the Gift-in-Kind log for monthly inclusion in the closing of financials
• Work with ASC personnel for other necessary Journal Entries at the month end
• Maintenance of any subsidiary ledger, including (but not limited to) Custodial Account, Cartridge Records, Emergency Food & Shelter Program (EFSP - former FEMA), REACH, etc.
• All work must be done in compliance with TSA Western Territory policy and procedures as well as Divisional and ASC policy and procedures
• Support the Social Service Department as needed, and attend meetings as necessary to represent The Salvation Army
• All duties as assigned to effectively create a cohesive and cooperative working environment and assist the staff to succeed in its task to serve effectively
• Process Accounts Payable, which includes invoice review, petty cash reimbursement, expense coding, and batching for check requests.
• Process invoices, statements, check requests, and expense reimbursements for payment.
• Process income and deposits, review check requests for accuracy, proper coding, and compliance with the policy.
• Collect fees related to program services and perform other duties as assigned regarding finance, business, programs, and property.
• Submit grants and contracts to DHQ for review and approval via the Grants & Contracts module.

EDUCATION AND EXPERIENCE:

• High School Diploma required, as well as at least two years of college, vocational training, or related bookkeeping and business office experience. (Required)
• Bilingual in Spanish (preferred)
• Great writing and spoken communication skills (Required)
• Experience in non-profit and/or management (Preferred)
• Must be able to type at least 45 wpm and use other office equipment. Computer proficient and fluent in using Microsoft Word, Excel, and Publisher (Required)

SKILLS AND ABILITIES:

• Must utilize sound judgment in maintaining productivity, including during emergency situations as may be required in a time of emergency or disaster. Must be able to communicate calmly in crisis. Must be of sound judgment in matters of finance and bookkeeping.
• Has the Ability to maintain a cheerful and positive attitude under periods of stress and in helping "negative" people.
• Willingness to work as a "team player" in the staff environment. A desire to work in partnership with staff for the good of the whole office in a positive and upbeat manner.
• Must be well-organized, self-motivated, and flexible. Capable of organizing and completing duties with minimal supervision.
• Strong organizational and problem-solving skills
• Maintain confidentiality, have flexibility, good people skills and be cooperative.

PHYSICAL REQUIREMENTS:

• Ability to sit, 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 lift up to 50 lbs. (usually file boxes)

EQUIPMENT USED:

Standard Modern Office Equipment and Relevant Software

ADA Statement:

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 if the accommodation needed is reasonable and no undue hardship would result.

Acknowledgment of Religious Purposes of The Salvation Army:

Please note that The Salvation Army has a religious purpose and status as a church. We ask our employees that they do nothing to their relationship with The Salvation Army to undermine its religious mission. Employees must agree and understand that their services are a necessary part of The Army's religious purposes and their work-related conduct must not conflict with, interfere with, or undermine such religious programs or The Army's religious purposes.

At-Will:

Any employment relationship with this organization is of an "at-will" nature, which means that an Employee may resign at any time and the Employer may discharge an Employee at any time with or without cause. It is further understood that this "at will" employment relationship may not be changed by any written document or by conduct unless such change is specifically acknowledged in writing by an authorized executive of this organization.

Qualifications

Behaviors Team Player - Works well as a member of a group
Education High School or Equivalent (required)
Experience Bilingual in Spanish (preferred) (preferred)
Great writing and spoken communication skills (required)
Experience in non-profit and/or management (preferred) (preferred)
Must be able to type at least 45 wpm and use other office equipment. Computer proficient and fluent in using Microsoft Word, Excel, and Publisher (required)


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.