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.
• Aggregate 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.
• Process prepared checks for mailing/distribution.
• Scan all invoices to DHQ for payment processing.
• Manage all charge accounts: Schnucks, WEX, Menards, Lowes, Tri-B, GFS.
• Manage signers, passwords, and Positive Pay for online accounts.
• Issue payments against grants when available.
• Prepare the reports needed for Social Services.
• Prepare and submit to DHQ Gifts in Kind report.
• Count all kettles with volunteer team.
• Prepare and verify all income for deposits.
• Submit daily kettle totals to Register to Ring representative.
• Transport deposits to bank.
• Code and submit to DHQ all deposits.
• Follow up on deposit submissions and track all kettle progress.
• 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.
• Aid with transfer of deposits to bank.
• Scan all deposit documents, check copies, and Excel spreadsheets to DHQ for posting to Acumatica ledger.
• Assist with special projects as needed.

Reporting

• Afford assistance with preparing reports for the Advisory Board, DHQ, and Corps Councils when requested.
• Afford assistance with the preparation of documentation for grant reporting when requested.
• Afford support for special projects as needed.