Business Administrator

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

TRI-CITY/ST. CHARLES CORPS

POSITION DESCRIPTION

POSITION TITLE: Business Administrator

LOCATION/DEPT: Tri-City/St. Charles Corps

REPORTS TO: Corps Officers

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

PAY GRADE: 407

PAY RANGE: $25.04 - $30.05

OUTCOMES

Responsible for the daily operations of the Tri-City Corps, ensuring that financial and facility administration is handled in a timely, accurate & efficient manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Financial Administration
   1. Financial information is processed in a timely and accurate manner, in accordance with the standards of the North & Central IL Corps Accounting department.
   2. Categorizing and depositing all donations & other cash receipts.
      1. Scan all donations and tithes on a weekly basis.
      2. Deposit all program service fees and non-donor income no more than 3 days after receiving.
      3. Review and verify donation deposits upon posting in the bank account.
   3. All accounts payable functions.
      1. Review, code, and submit to Corps Accounting all invoices, expense vouchers and reimbursement requests.
      2. Monitor cash flow and recommend to the officers invoices requiring payment.
      3. Communication with vendors regarding any invoice discrepancies or questions.
   4. Responsible for maintaining gift card inventory according to Salvation Army minutes.
   5. Maintain detailed financial records according to Salvation Army Minutes, including but not limited to all financial transactions, reports and source documents to substantiate all cash receipts and disbursements.
   6. Assist in preparing various financial reports and budget information for Corps Officers, federal and local government agencies, Advisory Board, Corps Council, United Way/Community Chest applications, grant applications and audits, as well as end of year contribution statements for church donors.
   7. Assist the Corps Officer in creating the yearly Corps budget and submit it to divisional headquarters, as requested.
   8. Assist in monitoring statements for accuracy for Tri City funds kept elsewhere.
      1. Reserve accounts.
      2. Capital Trust accounts.
   9. Serve as liaison and control for EFSP funding for the Fox Valley Corps.
      1. Process EFSP requests and verify eligibility for EFSP funding.
      2. Submit eligible EFSP requests to DHQ for processing.
      3. Complete compliance reporting and submitting to EFSP board in a timely manner.
   10. Assist Corps Officers in generating monthly statistical records.
       1. Inputting attendance for weekly programs.
       2. Gathering, inputting, and compiling month end statistics in preparation for DHQ submission.
   11. Assist with maintaining financial records for youth programming, including:
       1. Residential Camp Applications, payments, & receipts.
   12. Maintain records for Corps Grants, including but not limited to:
       1. United Way Funding
       2. Pathway Of Hope Funding
       3. Geneva Community Chest
       4. Other Grants as received
2. Facility Administration
   1. Supervise and manage community service workers and volunteers.
      1. Create and manage daily task sheets for community service workers.
      2. Monitor seasonal and monthly duties to ensure proper maintenance of the building.
   2. Oversee maintenance & repairs for the Corps facility.
      1. Call service companies for general repair and maintenance as well as maintain current and accurate records.
      2. Follow established policies and procedures in creating preventative maintenance contracts.
      3. Secure bids for repairs and equipment, when necessary, and process in accordance with established procedures.
      4. Communicate with service providers such as phone, copier, soda machine, garbage, snow plowing. Secure bids/proposals and establish service when necessary (with the approval of the Corps Officer).
      5. Liaison with alarm company to maintain building security.
      6. Maintain equipment files to include instruction manuals and warranty agreements.
   3. Coordinate facility (room) usage for Corps groups and outside agencies, groups and individuals.
      1. Communicate with agencies, outside groups and individuals regarding room availability and facility rules, regulations and fees.
         1. Prepare yearly contracts for outside agencies.
         2. Negotiate usage requirements and fees.
         3. Coordinate with Corps Accounting to send any facility usage biiling, as needed.
         4. Schedule and track all room usage requests for Corps and Corps group activities.
      2. Communicate with staff regarding room usage needs such as set up and clean up, additional staff hours and special equipment.
      3. Provide weekly reports regarding scheduled events for department heads and the front desk.
   4. Maintain copy room and equipment by:
      1. Keeping copy room and supplies organized and stocked.
      2. Keeping copier and other equipment dust free.
      3. Coordinating with Ministry Assistant to order additional supplies.
   5. Oversee maintenance and repairs for Corps vans and bus.
      1. Coordinate with NCI DHQ on the maintenance of vehicle titles, registrations, insurance cards.
      2. Schedule needed repairs and upkeep on vehicles.
      3. Responsible for Wex Fleet cards.
   6. Coordinate and schedule all van and bus usage.
   7. Maintain current inventory lists for corps, including corps inventory, key inventory, quarters inventory, storage inventory, etc.
3. Other Duties
   1. Assist with preparing, submitting, and overseeing seasonal hiring forms.
   2. Assist with processing seasonal payroll.
   3. Other duties as assigned.

REPORTING RELATIONSHIPS

Under supervision of the Corps Officers.

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

• Bachelor's degree in business administration, management, or related field.
• Minimum of 7 to 10 years of experience in business administration. Exposure to social services or faith-based organizations is preferred.
• Previous supervisory experience.
• Several years of experience and knowledge of word processing and spreadsheet applications.
• Valid Driver's license/MVR clearance

COMPETENCIES

• Excellent communication (verbal and written) and interpersonal skills.
• Uses diplomacy and good judgment.
• Demonstrated ability to use initiative and be a self-starter.
• An ability to work with confidential material.
• A willingness to promote the mission of The Salvation Army.
• An excellent attention to detail, procedures, processes and policies.
• A demonstrated ability to manage projects, priorities and staff in a constantly changing environment.
• A communication and management style that exhibits the principles and values of the Army as well as fosters team relationships and effectively communicates information.
• A flexible style that also displays a willingness to learn.
• Possess ability to multitask with a strong awareness of deadlines.
• An understanding of data management, procedure development & flow of information.
• A "hands-on" knowledge of how to effectively work with diversity in the workplace.

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• 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 25 pounds.
• 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.
• Maintain positive work atmosphere by behaving and communicating in a manner 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.