Office Manager

LOCATION: North West Valley Corps

STATUS: Full Time - 40 Hrs Wk

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.

QUALIFICATIONS:

• High School Diploma or equivalent
• Completion of Background Check with satisfactory result
• Maintain current and valid Arizona State Driver's license
• Associates Degree or 2 years commensurate experience in an office setting
• Communicate efficiently, written and verbal
• Proficiency with Microsoft Word, Excel and Lotus Notes
• Possess active listening skills and communicate information effectively
• Knowledgeable of basic economic and accounting principles, banking and the analysis and reporting of financial data
• Be physically able to lift 40 pounds and in reasonable good health
• Ability to multi-task, be flexible and manage a variety of concurrent fiscal responsibilities

RESPONSIBILITIES:

Basic

• Pick up mail from the post office box daily.
• Open, sort and route income mail and prepare outgoing mail related to overall duties.
• Compile, copy, sort and file records for office activities, business transactions and other financial activities.
• Review files, records and other documents to obtain information to respond to requests.
• Operate office machines, such as; copier, scanner, phone/voicemail system, and desktop computer.
• Maintain and update filing and electronic database systems.
• Participate in Staff meetings.
• Assist with food pantry inventory on a continual basis.
• Keep key log for the key box and monitor the usage and needs of keys within the building and for employees and/or individuals who may have need of a key.

Cash Handling

• Collect, count and document income from all sources with an unrelated person.
• Designate income by preparing deposits and remittance summaries for general and custodial accounts, using current coding system.
• Coordinate armored car deposit pick-up.
• Input worship-related cash into the Stewardship program on a weekly basis and process year end giving letters.
• Assist the Corps Officers with preparing giving and contribution letters.

Accounts Payable

• Open, sort and prepare all incoming invoices for the signature of the Corps Officer
• Collect, code, verify and copy receipts/invoices for submission to DHQ finance, placing them on a transmission log.
• Review checkbook register and note payment date and check number on original invoices
• Communicate with the DHQ payables clerk and fund accountant to ensure that invoices are processed and paid in a timely manner.

Donor Management

• Receive and process all donations, issuing appropriate receipts and thank you letters.
• Prepare donor receipt logs, depositing all cash donations and mailing checks to CDS.
• Prepare donor thank you letters/cards for the Corps Officer's signature and mail in a timely manner.
• Assist with donor inquires at the local level or from the Development department at DHQ.

Maintenance and Vendor Management

• Receive all maintenance requests, handling service calls for minor repairs under $200 by contacting an approved vendor.
• Repairs to exceed $200 should always be referred to the Corps Officer and direction received.
• Upon payment of invoices, records should be placed in vendor files for future audit.
• Copies of invoices for vehicle repairs should be provided to the driver for vehicle maintenance files.
• Maintain vendor files, copies of contracts/invoices and keep vendor contact information current.

Gift in Kind Maintenance

• Coordinate the E-Harvest program in collaboration with the driver and food pantry staff. Input all statistics into the online system, compiling the month end report.
• Report to Feeding America all statistics that are required by the deadlines given.
• Provide ongoing training and direction to the staff and volunteers on GIK management and reporting.
• Generate and prepare letters for the Corps Officer's signature recognizing GIK donations once each week.
• Coordinate pick up schedule for Food Bank(s).
• Report required statistics in the Bridges and Others database by deadlines given

Human Resources

• Assist the Corps Officer with HR files; set up, filing driver updates, ID updates.
• Assist the Corps Officer with PTM files for employees.
• Maintain employee bulletin board in employee break room with up to date information.
• In the absence of the Corps Officer sign weekly time sheets for DHQ payroll processing.
• Other personnel tasks as assigned always keeping information confidential.

Janitorial

• Clean office and work station on a weekly basis, or as needed: dust, disinfect, vacuum and declutter

Other duties as assigned as related to the position of Office Manager.

PHYSICAL REQUIREMENTS:

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 is reasonable and no undue hardship would result.

While performing the duties of this job, the employee is regularly required to walk, stand, climb or balance, stoop, kneel, crouch, crawl and reach with hands and arms on a continuous basis. The employee must regularly lift and/or move up to 20 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 75 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Must have the ability to operate telephone, a desktop or laptop computer, as well as the ability to access and produce information from a computer, and to understand written information.