Business Services Assistant (Part-Time)-13-100-SC/San Bernardino Citadel

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.

Position Summary

He/she will work in close cooperation with the Corps Officer and Director of Operations and staff to support the total ministry of The Salvation Army in the Corps and the community. He/she will oversee and maintain all financial, personnel, and business records for the operations of the Corps.

Essential Functions

HR Responsibilities and Duties

• Management of all Employee HR documentation, timecards, payroll and personnel records
• Management of all Payroll Changes and Documentation
• Management of all Employee Benefit items with distribution to Employees as needed
• Management of all Workman Compensation items (Claims, Reports and Documentation)
• Maintenance, Testing and Processing of all records and certificates of Employees for Protect the Mission, Decision Driving, all Background Checks, all MVR Documents, Sexual Harassment Agreement, Social Media Agreement, Employee Code of Ethics, Tax Documents and Employee eligibility.

Financial Responsibilities and Duties

• Oversight of Corps Office Safe and all contents
• Management and Oversight of Portfolio System pertaining to all Deposits, Reports, Receipts, Thank You Letters and Donor Relations
• Portfolio Reports filing and processing as needed
• White Mail record and processing to Portfolio
• Thank you letters to Mail Appeal Donors on Portfolio Reports
• Thank you letters to all White Mail Donors
• Processing of all Donor Requests regarding mailings, complaints, changes and concerns
• Assist with all Mail Appeal Program
• Accounts Receivable for all Operations
• Accounts Payable for all Operations
• Management and Oversight of AP Workflow for all operations
• Management and Oversight of all Deposits both regular and seasonal
• Oversight of all Vendor Accounts
• Recording and Depositing of all Corps Program Funds, Dues, Offerings and Tithing
• Maintenance of all Stewardship and Tithing Records
• Annual Receipting to all Corps Members for Tithing
• Management, filing and upkeep of all financial records, reporting and receipt
• Management and oversight of Corps Budget implementation
• Assist with compilation of Annual Corps Budgeting process
• Assist with compilation of Annual Corps Audit information
• Assist with compilation of Annual Corps Review information
• Management of all Gift in Kind record collection and reports
• Assist Corps Officer in all aspects with Annual / Seasonal Fundraising Events; Kettles, Red Kettle Kick Off, and Annual Dinner/ Event.
• Seasonal Responsibility - Coordinate Christmas Kettle Income and Monetary Donations to include daily counting of Kettles and daily deposit of funds with daily entry of amounts to Kettle Program
• Produce all necessary reports for Financial, Personnel and Business associated areas for reporting to DHQ< Corps Officers, Advisory Board and Grant Writer.

General Office Responsibilities and Duties

• Assist with General Office Operations
• Oversight of all incoming and outgoing mail / FedEx / UPS / USPS distribution
• Purchase of all Postage needed for operations
• Oversight of all Office Supplies (Inventory and Ordering)
• Assist with incoming phone calls and direct them to the proper staff
• Assist with all Volunteers as needed regarding documentation and records
• Assist with monthly statistical collection and reporting
• All other duties assigned by the Director of Operations as they directly relate to the position of Finance and Human Resources.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to be able to lift up to 20lbs. Ability to grasp, push, pull objects such as files, file cabinets drawers and reach overhead. Ability to operate computer, fax and telephone.

Minimum Qualifications

• Minimum of High School Diploma
• Leadership qualities should be strong, and he/she must have the ability to organize and direct others.
• Must be a licensed driver and complete The Salvation Army Driver Safety Course.

Skills, Knowledge & Abilities

• Software-related Skills: Microsoft Word and Excel required, Lotus Notes, working knowledge of integrated database applications and ability to use new software programs with basic training.
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Language Skills: Must be able to understand, follow and give both written and oral instructions and be able to give presentations and be comfortable with public speaking. The employee must be able to use speech and hearing for ordinary and telephone conversation.
• Mathematical Skills: Must be able to perform simple calculations (addition, subtraction, multiplication, and division) and apply concepts such as ratios and percentages in practical situations.
• Performance Skills: Must be creative, self-motivated, organized, flexible and possess leadership skills.