Office Administrator

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

EVANSTON CORPS

POSITION DESCRIPTION

POSITION TITLE: Office Administrator

LOCATION/DEPT: Evanston Corps

REPORTS TO: Corps Officers

FLSA CATEGORY: Non-exempt

STATUS TYPE: RFT

PAY GRADE: 406

PAY RANGE: $24.43 - $29.32

OUTCOMES

Accounting records of all financial transactions will be effectively managed, administrative support will be provided for the Corps Officers and coordination of tasks with other specific staff. Leadership will be provided to office staff, as well as instruction in the absence of the Corps Officers. Present a positive image of the Corps and our mission to those who have contact by phone or in person.

Interviews and assists people who come to the Corps requesting emergency and/or temporary financial assistance. May provide material assistance based on available resources. Provides information and referral for additional or more appropriate services to meet unmet needs for individuals and families served through the Emergency Assistance Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Supervision of Staff and Facilities
   
   
   
   1. Make administrative decisions regarding office and property management in the absence of the Corps Officers.
   2. Greet visitors and program participants when needed. Direct and refer individuals to the appropriate person or program.
   
   
   
   
2. Accounting and payroll are processed in compliance with policy and procedures.
   
   
   
   1. Prepare all deposits and submit them to the Corps Accounting Center (CAC).
   2. Prepare code, obtain approval, and submit all bills to the CAC.
   3. Responsible for bi-weekly and bell ringer payroll.
   4. Oversee petty cash transactions and reporting.
   5. Oversee transportation of deposits to the bank according to company policy when necessary.
   6. Monitor the collection of fees in compliance with established fee policies for the various programs. Alert the Corps Officer(s) of any inconsistencies.
   7. Manage all incoming mail appeal donations according to company policy. Submit all remits according to company procedure.
   8. Coordinate with CAC and Corps Officer for the submission of reports to the external and internal auditors. Host and provide all requested documentation for auditors when they are on site.
   
   
   
   
3. Administrative duties and Corps office are managed to meet policy and procedures
   
   
   
   1. Files
      
      
      
      1. Maintain Corps regular, confidential, and personnel files in a manner that ensures they are up to date and in order.
      2. Maintain files for correspondence, reports, corps newsletters, ads, etc.
      
      
      
      
   2. Administration and Communication
      
      
      
      1. Keep track of statistics and report them on time.
      2. Compose, transcribe, and/or type correspondence and make copies as directed by Corps Officers and others upon request.
      3. Send thank you acknowledgments and receipts to donors of memorials and contributions.
      4. Contact soldiers, other staff, and program participants to inform, verify, remind or solicit information concerning meetings, events and program participation or scheduling.
      5. Take messages when appropriate and distribute them accordingly.
      
      
      
      
   3. Meetings
      
      
      
      1. Coordinate and schedule staff meetings monthly. Prepare and maintain minutes from staff meetings, and other special projects as directed by the Corps Officer.
      
      
      
      
   4. Calendars
      
      
      
      1. Assist with the maintenance of master calendar of Corps events and coordinate as needed with the editor of Corps calendar.
      2. Maintain a hard copy of the building use calendar for the Corps and an electronic copy of the building use calendar on Outlook for the Corps Officer.
      
      
      
      
   5. Property Oversight
      
      
      
      1. Maintain and order office and custodial supplies.
      2. Assist with Coordination of building rental contracts.
      3. Oversee maintenance of vehicles.
      4. Maintain the list of approved drivers and submit MVR application for processing.
      5. Maintain record of property keys
      
      
      
      
   
   
   
   
4. Emergency Assistance Duties (Utility, Rent/Mortgage, Food, Fire Victim, Seasonal assistance)
   
   
   
   1. Client Assistance
      
      
      
      1. Interview clients to determine needs.
      2. Determine if client qualifies for Emergency Assistance (EA) or POH services based on policies and regulations governing eligibility.
      3. Coordinate with Pathway of Hope Caseworker to refer EA clients to POH.
      4. Provide emergency assistance, utility, rent, Clothing, furniture, medical, transportation or food assistance.
      5. Provide referrals to appropriate agencies/services when assistance is unavailable or when further assistance is needed.
      6. Complete SIMS Training and Caseworker Certification Program within 90 days of hire
      7. Maintain confidentiality of records and information.
      8. Lead and maintain Corps Emergency Food Pantry along with conducting outreach feeding programs for community members in need.
      9. Provide support to Angel Tree/Toy Distribution Program.
      10. Provide support for Back-to-School Program.
      
      
      
      
   2. Record Keeping
      
      
      
      1. Create and update client files and input data into SIMS database.
      2. Maintain all necessary statistics and data with on-time monthly submission of statistics to Corps Officer(s).
      3. Complete required reports and submit them on a timely basis.
      4. Maintain tracking of available social services funding at corps site.
      5. Maintain records and reports for outside funding including United Way and EFSP Funding.
      
      
      
      
   
   
   
   
5. All other duties as assigned

REPORTING RELATIONSHIPS

Under the general supervision of the Corps Officers with extensive freedom to plan, schedule and carry out responsibilities within established policies and guidelines.

This individual relates to and interacts with a wide range of contacts both within and outside The Salvation Army. In these contacts, they act as a representative of the Army and its mission.

PERFORMANCE MEASUREMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy, and completeness of accomplishing assigned goals.

A 30, 60, and 90-day performance review will be conducted.

EDUCATION/EXPERIENCE

• Minimum of two years of college education or its equivalent, a BA or BS is preferred.
• A minimum of two years of bookkeeping, or equivalent experience preferred, including A/P, A/R, balance sheet, income and expense, general ledger, and general journals.
• Minimum of three years of case management experience in a comparable social service program that offers multi-faceted case management interventions utilizing a strength-based approach designed to address the needs of those who are vulnerable.
• Experience with a computer-based work environment and an excellent working knowledge of Microsoft 360 and the Shelby Electronic Bookkeeping system.
• Two years of administrative experience.
• ServSafe Certification or completion of ServSafe Certification within 90 days of employment is required.
• Valid Driver's license/MVR clearance.

COMPETENCIES

• A willingness to promote the mission of The Salvation Army.
• Good communication and interpersonal skills.
• Demonstrated ability to use initiative and be a self-starter.
• A positive attitude and the ability to be flexible in light of changing job situations/ priorities.
• An ability to work with confidential material.
• A service-oriented style that anticipates and responds to the needs of clients.
• Flexibility with a willingness to learn.
• Excellent attention to detail, procedures, processes, and policies.
• A communication and management style that exhibits the principles and values of the Army as well as fosters team relationships and effectively communicates information.
• An understanding of financial principles, office administration and data management.
• Cultural sensitivity with an interest in providing direct services to people of various ethnic, racial, religious, and social backgrounds.
• Friendly with excellent communication and interpersonal skills, using diplomacy and good judgment.
• A love for and desire to serve others, especially disenfranchised individuals, families, and the local community through the mission of The Salvation Army.
• Strong organizational skills.

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved prior to usage.
• This individual will keep the Corps Officers informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work and must be able to lift 20 pounds.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment, PC, and other electronic equipment.
• The work environment for this position includes an office environment with low noise levels.
• Maintain a positive work atmosphere in both performance and communication 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.

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