Business Operations Administrator

THE SALVATION ARMY JOB DESCRIPTION

 

Job Summary:

 

Plans, administers, leads, and supervises the social services, family store, and administrative departments while assisting Corps Officer’s in all functions of daily business operations; coordinates human resource functions for employees; prepares for all audits for programs; prepares and writes grant proposals; assumes additional responsibilities in the absence of the Corps Officer.

 

Essential Functions:

                        

This job description should not be interpreted as all inclusive.  It is intended to identify the essential functions and requirements of this position.  The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

 

Supervisory Responsibilities (30%)

 

Plans, directs, recruits, and supervises all assigned staff and volunteers; trains and instructs employees in the proper methods and procedures; conducts performance evaluations & provides salary & hiring/firing recommendations.

 

Oversees the family store, social services, and administrative departments operations; ensures the best allocation of resources; acts as a guide to the department heads regarding operations.

 

Ensures staff awareness of compliance with Salvation Army policies and procedures as well as any HIPAA policies and procedures.

 

In the absence of the Corps Officers, makes Corps decisions on their behalf as needed and within predetermined limits.

 

Budgetary and Financial Responsibilities (30%)

 

Assists in the preparation and oversight of multiple budgets for programs; oversees and participates in the preparation of agency and program budgets, budget revisions, and long and short term financial projections, including preparation of cash flow projections and cash flow management.

 

Assists with researching and preparing grant applications as needed; prepares monthly/quarterly billing statements for grants to obtain agency reimbursements; assists with maintaining compliance with budgets and reporting requirements; maintains and updates ESG contract files for HUD compliance; meets with program monitors through City and County.

 

Human Resources Responsibilities (20%)

 

Completes all employment action documentation for Corps employees including but not limited to new hire, background checks, E-Verify, classification changes, and separation, FMLA, and workers compensation.

 

Prescreens and interviews applicants for prospective employment; assists the Corps Officers with all aspects of the recruitment process as requested by the Corps Officers.

 

Conducts new hire orientation for new employees; explains policies, procedures, and mission statement to all new employees; completes and maintains employment files for employees.

 

Ensures paperwork is submitted to DHQ Human Resources for review and approval by the Divisional Finance Board in a timely manner.

 

Completes and submits paperwork for Christmas Seasonal employees to DHQ Human Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.

 

Office Coordination Responsibilities (15%)

 

Coordinates and prepares for internal and external audits, including the preparation of any materials requested by auditor and acts as a liaison to auditors.

 

Prepares, types, and processes correspondence, check requests, audit sheets, forms, invoices, legal documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness, and timeliness of the same.

 

Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data to maintain office records; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.

 

Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct.

 

Receives and responds to questions or problems regarding the office operations; researches information in order to provide information or resolve problems in a timely manner.

 

Receives, sorts, collates and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.

 

Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner.

 

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.

 

Participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems; provides recommendations for improvements and/or enhancements in office productivity.

 

Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations.

 

Coordinates routine maintenance and repair of office machines and ensures that office equipment is operating and maintained in compliance with acceptable practices and procedures to ensure long life of equipment; contacts vendors and sales representatives to schedule repairs.

 

Records and updates statistical information; ensures the accuracy and completeness of the same; records community assistance into databases.

 

Writes donor acknowledgement letters on memorials, gifts-in-kind, honorariums, etc.

 

Liaison Responsibilities (5%)

 

Serves as a liaison for other departments, Chesterfield insurance, and/or other divisions seeking information or services from the commanding officer; responds to questions, related to personnel or insurance researches and provides specific and general answers.

 

Assists legal counsel and Divisional Headquarters by service as liaison with all aspects of legal documentation including EEOC charges, subpoenas, civil suits, etc.

 

Serves as the liaison to the outside funding organizations for all program billings: including city, county, and state funding sources.

 

Serves on local boards as The Salvation Army McAllen representative.

 

Other Responsibilities:

Performs other duties as assigned.

 

Materials and Equipment:

Personal Computer                    General Office Equipment

 

Knowledge, Skills and Abilities:

Knowledge of the principles and practices of personnel and business management and supervision.

 

Knowledge of the principles and practices of grant administration.

 

Knowledge of effective methods and procedures for budget preparation.

 

Knowledge of grant application preparation for public and private funding.

 

Ability to supervise, lead, motivate, monitor, and evaluate employees.

 

Ability to present a positive and professional image of The Salvation Army.

 

Ability to prepare and maintain reports in an accurate, complete, and timely manner.

 

Ability to read and interpret financial reports and accounting information.

 

Ability to work independently and with limited supervision.

 

Ability to build and maintain effective working relationships with Salvation Army officers, employees, and the community.

 

Ability to administer budgets and monitor expenditures for compliance with the same.

 

MINIMUM QUALIFICATIONS REQUIRED:

 

Education and Experience:

Bachelor’s degree in business administration or related field,

 

and

 

Two to three years experience performing financial administration and human resources administration, with one year prior supervisory experience

 

or

 

Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

 

Certifications:

Valid State Drivers License

CPR and First Aid Certification (or ability to obtain within established timeframe)

 

Physical Requirements:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language effectively.

Ability to work under the pressure of deadlines and time constraints.

Ability to perform mathematical equations.

Ability to apply discretion and independent judgment and exercise confidentiality.

Ability to conduct all duties in accordance with the ministry of the organization and its Christian principles; conducts all communications and job duties with the highest level of professionalism.

Duties are usually performed seated.  Sitting may be relieved by brief or occasional periods of standing or walking.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.).

Working Conditions:

Work is usually performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like. 

 

Statement of Purpose:

 

This document provides descriptive information about the above Salvation Army position. Work actually performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual’s ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion. The Salvation Army reserves the right to make changes to this document as deemed necessary without providing advance written notice.

 

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.

We appreciate your interest in employment opportunities with The Salvation Army!