Administrative Coordinator

Job Title

The position is directly responsible to the Corps Officer(s). Specifically, to assist the Corps Officer(s) in how he/she functions in the corps in relation to the community, including the interaction with the Advisory Board and the community at large, when necessary. This position assists the Corps Officer with all aspects of the organization's role in the community and in daily operations of the facility, including but not limited to:

Duties And Responsibilities:

• Assist staff with the maintenance of the corps building, including the office area, in line with the high standards of The Salvation Army (TSA). Assist in the ordering of products necessary for the smooth operation of business and customer service.
• Assist in grant writing and fundraising in a team setting with the Officer(s).
• Assist in the management and maintenance of the general office of The Salvation Army. This will include, but is not limited to, the following:
• Answering phones
• Maintenance of corps general filing system
• Preparation of correspondence and/or other documents as needed for TSA business.
• Assist in opening of mail & the distribution of mail.
• Record and maintain minutes of all Advisory Board and Committee meetings. Minutes must be reviewed by the Corps Officer(s) within one week of the meeting. Once approved, the minutes are mailed/e-mailed to Advisory Board members and to the Divisional Headquarters head staff.
• Assist with coordinating seasonal activities of the corps, including Summer Camps, Thanksgiving, Christmas, Easter, fundraising events, and community outreach programs, such as Commodities and Sally Place.
• Maintain personal files regarding vacation, sick leave, and benefits in compliance with TSA Territorial and Divisional policies and procedures. Order proper forms for insurance and personal records for new and existing employees.
• Provide reports to Headquarters in a timely manner, including monthly statistical and financial reports in the format provided.
• Maintain a high standard of representation of The Salvation Army in physical appearance, emotional stability, and spiritual leadership.
• Assist the Corps Officer in the support of and assistance to their duties. This is a highly confidential position which represents the integrity and reputation of the Officers and The Salvation Army.
• May be asked to fill in a variety of other assignments as the need arises to allow for the smooth operation and flow of the work site and needs at hand as the corps officer
• Securing files, all income, and valuables in an appropriate manner within filing systems behind locked doors and within safe as appropriate.
• Schedule vendors for maintenance of property and vehicles.
• To work as a team with corps officers in the preparation of the accounting needs of the unit. These include counting and depositing of income, processing accounts receivable and payable, and maintenance of subsidiary ledgers.
• Must work with accounting personnel at the Accounting Service Center (ASC) in San Francisco to meet all our accounting needs within the specified timelines. These include:
• Counting of income and preparation of deposits with a non-related person
• Processing invoices for CO approval and batching to ASC for accrual and/or payment
• Processing and account receivable for ASC entrance
• Maintenance of the Gift-in-Kind log for monthly inclusion in the closing of financials
• Work with ASC personnel for other necessary Journal Entries at the month end
• Maintenance of any subsidiary ledger, including (but not limited to) Custodial Account, Cartridge Records, Emergency Food & Shelter Program (EFSP – former FEMA), REACH, etc.
• All work must be done in compliance with TSA Western Territory policy and procedures as well as Divisional and ASC policy and procedures
• Support the Social Service Department as needed, and attend meetings as necessary to represent The Salvation Army
• All duties as assigned to effectively create a cohesive and cooperative working environment and assist the staff to succeed in its task to serve effectively
• Process Accounts Payable, which includes invoice review, petty cash reimbursement, expense coding, and batching for check requests.
• Process invoices,…