Business Administrator

The Salvation Army USA Central Territory • St. Charles, IL

15h • $25 - $30 • Onsite

About The Position

Responsible for the daily operations of the Tri-City Corps, ensuring that
financial and facility administration is handled in a timely, accurate &
efficient manner.

Requirements

• Bachelor’s degree in business administration, management, or related field.
• Minimum of 7 to 10 years of experience in business administration.
• Previous supervisory experience.
• Several years of experience and knowledge of word processing and spreadsheet applications.
• Valid Driver’s license/MVR clearance
• Excellent communication (verbal and written) and interpersonal skills.
• Uses diplomacy and good judgment.
• Demonstrated ability to use initiative and be a self-starter.
• An ability to work with confidential material.
• A willingness to promote the mission of The Salvation Army.
• An excellent attention to detail, procedures, processes and policies.
• A demonstrated ability to manage projects, priorities and staff in a constantly changing environment.
• A communication and management style that exhibits the principles and values of the Army as well as fosters team relationships and effectively communicates information.
• A flexible style that also displays a willingness to learn.
• Possess ability to multitask with a strong awareness of deadlines.
• An understanding of data management, procedure development & flow of information.
• A “hands-on” knowledge of how to effectively work with diversity in the workplace.
• This position is required to do light physical work and must be able to lift 25 pounds.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors.  This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients, and visitors; respect for others’ property and person, professional and appropriate communication to and about co-workers, supervisors, and subordinates.  Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

Nice To Haves

• Exposure to social services or faith-based organizations is preferred.

Responsibilities

• Financial Administration
• Categorizing and depositing all donations & other cash receipts.
• Scan all donations and tithes on a weekly basis.
• Deposit all program service fees and non-donor income no more than 3 days after receiving.
• All accounts payable functions.
• Review, code, and submit to Corps Accounting all invoices, expense vouchers and reimbursement requests.
• Monitor cash flow and recommend to the officers invoices requiring payment.
• Communication with vendors regarding any invoice discrepancies or questions.
• Responsible for maintaining gift card inventory according to Salvation Army minutes.
• Maintain detailed financial records according to Salvation Army Minutes, including but not limited to all financial transactions, reports and source documents to substantiate all cash receipts and disbursements.
• Assist in preparing various financial reports and budget information for Corps Officers, federal and local government agencies, Advisory Board, Corps Council, United Way/Community Chest applications, grant applications and audits, as well as end of year contribution statements for church donors.
• Assist the Corps Officer in creating the yearly Corps budget and submit it to divisional headquarters, as requested.
• Assist in monitoring statements for accuracy for Tri City funds kept elsewhere.
• Reserve accounts.
• Capital Trust accounts.
• Serve as liaison and control for EFSP funding for the Fox Valley Corps.
• Process EFSP requests and verify eligibility for EFSP funding.
• Submit eligible EFSP requests to DHQ for processing.
• Complete compliance reporting and submitting to EFSP board in a timely manner.
• Assist Corps Officers in generating monthly statistical records.
• Inputting attendance for weekly programs.
• Gathering, inputting, and compiling month end statistics in preparation for DHQ submission.
• Assist with maintaining financial records for youth programming, including:
• Residential Camp Applications, payments, & receipts.
• Maintain records for Corps Grants, including but not limited to:
• United Way Funding
• Pathway Of Hope Funding
• Geneva Community Chest
• Other Grants as received
• Facility Administration
• Supervise and manage community service workers and volunteers.
• Create and manage daily task sheets for community service workers.
• Monitor seasonal and monthly duties to ensure proper maintenance of the building.
• Oversee maintenance & repairs for the Corps facility.
• Call service companies for general repair and maintenance as well as maintain current and accurate records.
• Follow established policies and procedures in creating preventative maintenance contracts.
• Secure bids for repairs and equipment, when necessary, and process in accordance with established procedures.
• Communicate with service providers such as phone, copier, soda machine, garbage, snow plowing. Secure bids/proposals and establish service when necessary (with the approval of the Corps Officer).
• Liaison with alarm company to maintain building security.
• Maintain equipment files to include instruction manuals and warranty agreements.
• Coordinate facility (room) usage for Corps groups and outside agencies, groups and individuals.
• Communicate with agencies, outside groups and individuals regarding room availability and facility rules, regulations and fees.
• Prepare yearly contracts for outside agencies.
• Negotiate usage requirements and fees.
• Coordinate with Corps Accounting to send any facility usage biiling, as needed.
• Schedule and track all room usage requests for Corps and Corps group activities.
• Communicate with staff regarding room usage needs such as set up and clean up, additional staff hours and special equipment.
• Provide weekly reports regarding scheduled events for department heads and the front desk.
• Maintain copy room and equipment by:
• Keeping copy room and supplies organized and stocked.
• Keeping copier and other equipment dust free.
• Coordinating with Ministry Assistant to order additional supplies.
• Oversee maintenance and repairs for Corps vans and bus.
• Coordinate with NCI DHQ on the maintenance of vehicle titles, registrations, insurance cards.
• Schedule needed repairs and upkeep on vehicles.
• Responsible for Wex Fleet cards.
• Coordinate and schedule all van and bus usage.
• Maintain current inventory lists for corps, including corps inventory, key inventory, quarters inventory, storage inventory, etc.
• Other Duties
• Assist with preparing, submitting, and overseeing seasonal hiring forms.
• Assist with processing seasonal payroll.
• Other duties as assigned.

Benefits

• medical, dental, vision, hearing, disability and life insurance, flexible spending accounts, 403(b) retirement accounts, a company-funded defined contribution (pension) plan and generous time off policies.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level