Office Manager

Oversight of Fiscal Operations

Assures timely voucher submission to all funding sources, including Certificate and Collaboration vouchers and serves as authorized signature on voucher.

Serves as second signature on check requests or as second signature in the absence of project director, including:

• Check requests
• Bills and invoices
• Petty cash

Ensures adequate funds are available for orders, review reimbursement checks for submission to the finance office.

Answers the phone, type thank you letters for donors and responds to general questions as needed.

Aids Director with attendance reports and the development of all grant budget applications.

Reviews coding for monthly expenses and money orders to finance office.

Collections records and codes site money orders for the finance office.

Develops all grant budget applications in collaboration with the Director.

Works collaboratively with the Director to develop Child Care budget applications, contracts, budget revisions, and budget amendments.

Works collaboratively with the Head Start/Early Head Start Director and Shield of Hope Director in the development of department budget submissions (vouchers).

Ensures professional working environment through the maintenance and updating of equipment such as copiers and phone systems in collaboration with the Director.

Tracks the receipt of funds from funding sources to assure sound fund balance, prevent overspending, determine when revisions are warranted and informs the Director of any untimely reimbursements.

(Before September 15th for all Head Start budgets -- final submission date, although extension may be requested.)

Human Resources Operations

Prepares all personnel actions, including new hires, terminations, status changes, education grants, etc.

Processes and tracks insurance related documents.

Coordinates with all members of the management team to plan, support and monitor all programs of The Salvation Army Child Care Programs.

Aids with budget review.

Makes appropriate suggestions for expenditures and/or changes.

Aids in developing and maintaining good staff relationships.

Performance Measurement

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

Education/Experience

• Minimum of two years of college education in a related field.
• Two years of administrative experience.
• Proficiency with all Microsoft Office software applications.

Competencies

• A commitment to uphold and promote the mission of The Salvation Army and an appreciation of faith-based service organizations.
• An interpersonal style that is service oriented and supportive of the other departments.
• An excellent attention to detail, procedures, processes and policies.
• Good communication and interpersonal skills that exhibits the principles and values of the Army, as well as fosters team relationships and effective communications.
• Good organizational skill and the ability to work independently as well as with a team of people.
• A good judgment in making decisions based upon recognizing established precedents, and demonstration of resourcefulness in meeting problems.
• The ability to manage projects to completion, prioritize work flow to include maintaining documentation standards, provide quality service delivery.
• The ability to be self-motivated in a challenging work environment and to work with sensitive and confidential information.
• Extensive knowledge of social service and early childhood programs.
• The ability to write clearly and give good instructions.

Position Limitations

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Program Director informed on all critical issues relating to his/her area of responsibility.
• This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

Physical Demands/Work Environment

• This position is required to do light physical work.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.

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.