Finance and Operations Assistant

Essential Duties And Responsibilities

• Accurately code all local transactions, purchase receipts, expense vouchers, and incoming donations according to pre-established Salvation Army accounting codes and charts of accounts.
• Review incoming vendor invoices, bills, and local check requests for correct coding and programmatic accuracy.
• Track payment due dates and follow up on approvals to ensure all coded vendor invoices are processed for timely payment.
• Agregate and transmit weekly coded data logs, invoices, receipts, and deposit records to DHQ accounting for final disbursement.
• Generate, in coordination with DHQ, regular transaction snapshots, budget-to-date tracking spreadsheets, and basic financial data reports for leadership review.
• Manage the Winnebago County Coordinator's calendar, vetting and coordinating appointment requests.
• Attend operational and advisory board meetings to capture and transcribe clear, professional meeting minutes systematically.
• Format, distribute, and archive finalized meeting records for future administration reference.
• Review incoming mail and correspondence, routing priority items to the Winnebago County Coordinator.
• Handle vehicle fleet logs and space coordination, including route operational facility or vehicle issues to the Facilities Department, and coordinate internal schedule reservations for chapel, community room, or multi-purpose spaces.
• Work with vendors to obtain invoices and necessary documents to process payments, and work with Cops Accountant and DHQ to process weekly checks.
• Process prepared checks for mailing/distribution, scan all invoices to DHQ for payment processing, manage all charge accounts, and manage signers, passwords, and Positive Pay for online accounts.
• Manage bank account functions, maintain records of Custodial accounts, and function as Administrator for Banking Accounts.
• Issue payments against grants when available, prepare the reports needed for Social Services, prepare and submit to DHQ Gifts in Kind report, and count all kettles with volunteer teams.
• Prepare and verify all income for deposits, track all kettle progress, submit daily kettle totals to Register to Ring representative, assemble congregational offerings for deposit, record member cartridge (tithe) amounts and other giving in Excel spreadsheet, stamp checks, make copies of all checks, complete Bank Deposit forms, assist with transfer of deposits to bank, and scan all deposit documents, check copies, and Excel spreadsheets to DHQ for posting to Acumatica ledger.
• Assemble White Mail and Mail Appeal deposits, complete bank deposit forms, assist with transfer of deposits to bank, and scan all deposit documents, check copies, and any corresponding documentation to DHQ for posting to Acumatica ledger.
• Aid in the preparation of reports for the Advisory Board, DHQ, and Corps Councils when requested, and assist with the preparation of documentation for grant reporting when requested.
• Support special projects as needed.

Reporting Relationships

• Reports to the Winnebago County Coordinator.
• Works alongside the department accountant at DHQ.

Performance Measures

• Evaluation based on achieving outcomes of this position, timeliness, accuracy, and completeness of assigned goals.

Position Limitations

• Commit Army resources that have been allocated or approved.
• Inform the Winnebago County Coordinator Designate and the Finance Coordinator on all critical issues relating to their area of responsibility.
• Adhere to all policies and procedures in carrying out the responsibilities of this position.