Job Objective: The Office Manager position will provide administrative support to the office and staff. Performs a variety of secretarial duties, administrative tasks, statistical reporting, coordinates volunteers, property use and upkeep.
Essential Functions:
General Office
- Provide receptionist services. Directs calls or provides information to callers. Receives clients and directs to proper individual
- Receive incoming mail. Reads/reviews/ answers or routes to proper individual. Prepare outgoing mail
- Using word processor; type correspondence, reports, forms, and other documents independently or from notes, or general instruction from supervisor. Proofreads material and corrects grammar, spelling, or word usage.
- Compose and types of routine correspondence
- Compiles statistics for Corps and add on Turbo Program.
- Arrange, prepare, distribute and take minutes and agendas for staff and advisory board meetings with CO approval of final layout
- Maintain a variety of subjects and operational records
- Make copies of correspondence or other printed matter, using copying/scanning equipment
- File correspondence and other records which may include confidential materials
- Schedule appointments. Attend community meetings as requested or assigned
- Prepare orders for Corps supplies and equipment as requested
- Create and maintain records, lists, and electronic databases
- Supervise and direct volunteers to various programs
- Serves as Corps representative with community service network agencies, as directed by Corps Officer and in coordination with in-house Social Service office
- Encourage a positive work environment by conducting oneself in a manner that fosters healthy relationships with co-workers, supervisors, and visitors
- Comply with all organization and Corps-specific policies and procedures
Seasonal Programs
- Assist in the completion and submission of Youth and Camp Corps reporting to Divisional Headquarters
- Provide information to the public regarding Youth and Camp programs
- Assist with the transportation of individuals as necessary
- Participate with assignments for seasonal (Christmas, Thanksgiving, etc.) or other programs
Property Rental and Upkeep
- Manage rental contract documents
- Record and deposit all rental income
- Coordinate building opening and closing with CO and staff
- Schedule Property Rental in coordination with the CO
- Maintain property inventory, maintenance schedules and schedules of use to include vehicle logs for maintenance and operator fleet use
- Maintain Property Keyholder lists and all Code lists for WEX fleet cards
Human Resources
- Assist with personnel administration
- Assist management and employees with personnel/benefits related matters
- Safe From Harm train and certify new employees
Accounting
- Perform all banking transactions according to policies and procedures
- Record incoming donations, provide receipts, Sunday contributions, and event income; bank all funds 3 or more times weekly, scan receipts and send to CAC at DHQ
- Scan Thrift Store receipts and send to CAC at DHQ
- Scan all incoming bills/after CO review and approval, send to CAC
- Scan all incoming checks through the CDS remote system
Minimum Qualifications:
Education: High School diploma or equivalent; post-secondary degree/certification preferred
Experience: Minimum two years' related experience
Certifications/Licenses: None
Skills/Abilities:
- Highly effective organizational, interpersonal, and conversational skills
- Ability to maintain confidentiality of information
- Attention to detail
- Decision-making and problem-solving skills
- Ability to perform with limited supervision. Demonstrates initiative
- Ability to communicate effectively verbally and in writing
- Ability to maintain positive relationships with Officers, staff, volunteers, community influencers, Advisory Board members, Corps members, and prospective donors
- Ability to utilize Microsoft Office and virtual meeting software
- Ability to operate basic office equipment including but not limited to telephone, computer, copier, fax, and scanning equipment
- Must be willing to support The Salvation Army mission
Supervisory Responsibility: Volunteers, SER workers, and Community Service Workers.
Physical Requirements: Include speaking, hearing and vision ability; manual dexterity; lifting, pulling and pushing materials up to 25 pounds; bending, squatting, and walking; sitting for extended periods of time; standing for extended periods of time. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.
Travel: Local and required seminars or events. May pick up/drop off for youth program or camps.
Driving: Driving is required. Must possess a valid driver's license from the state of residence. Must be approved through The Salvation Army Fleet Safety Program to drive either a Salvation Army or personal vehicle on The Salvation Army business.
Working Conditions: Work is performed in a typical office environment; some evening and weekend work may be required.
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.
The Salvation Army Mission: 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.
The Salvation Army is an equal opportunity employer. Candidates who are back to work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.
- Full Time Position - 40 Hours per Week
- Benefits Eligible - Medical, Vision, Dental Insurance; Life Insurance; Supplemental Insurance; Retirement Plans; PTO