Office Manager

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Oversight of fiscal operations:
  • Assure timely voucher submission to all funding sources, including Certificate and Collaboration vouchers; serve as authorized signature on vouchers.
  • Serve as second signature on check requests or in the absence of the project director, including:
    • Check requests
    • Bills and invoices
    • Petty cash
  • Ensure adequate funds are available for orders; review reimbursement checks for submission to the finance office.
  • Answer the phone, type thank‑you letters for donors and respond to general questions as needed.
  • Assist the Director with attendance reports and the development of all grant budget applications.
  • Review coding for monthly expenses and money orders for the finance office.
  • Collect records and code site money orders for the finance office.
  • Prepare all grant budget applications in collaboration with the Director.
  • Collaborate with the Director to develop child‑care budget applications, contracts, budget revisions, and amendments.
  • Collaborate with the Head Start/Early Head Start Director and Shield of Hope Director in the development of department budget submissions (vouchers), funders, and the Divisional Finance board.
  • Maintain a professional working environment by updating equipment such as copiers and phone systems in collaboration with the Director.
  • Track the receipt of funds from funding sources to ensure sound fund balance, prevent overspending, determine when revisions are warranted, and inform the Director of any untimely reimbursements (final submission by September 15 for all Head Start budgets, unless an extension is requested).
  • Participate as a member of the Child Care Program Management Team and communicate with staff and contacts, including the Divisional Finance Department.
  • Oversee Human Resources operations with support from the Administrative Assistant (prepare personnel actions, process insurance documents, coordinate program support, assist with budget review, and manage staff relationships).
• Maintain professional relationships, demonstrate continuous learning (identify training needs, attend training sessions, enroll in workshops or college courses, read professional literature), and adhere to all Human Resources policies.
• Perform all other duties as assigned.

This position reports to the Program Director and supervises the administrative staff. In contacts related to this position’s duties, this individual acts as a representative of the Salvation Army and its mission.

The 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.

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

• Commitment to uphold and promote the mission of the Salvation Army.
• Service‑oriented interpersonal style supportive of other departments.
• Excellent attention to detail, procedures, processes, and policies.
• Good communication and interpersonal skills that exhibit the principles and values of the Army and foster team relationships.
• Strong organizational skills and ability to work independently and with a team.
• Sound judgment based on established precedents and resourcefulness in problem‑solving.
• Project management skills to completion with prioritization of workflow and documentation standards.
• Self‑motivation in a challenging work environment and handling of sensitive, confidential information.
• Extensive knowledge of social service and early childhood programs.
• Clarity in written communication and ability to provide clear instructions.
• Commitment to using only approved Army resources and keeping the Program Director informed of critical issues.
• Adherence to all Army policies and procedures in carrying out responsibilities.

• Requires light physical work.
• Regular use of standard office equipment and a PC.
• Office environment with a low noise level.

The Salvation Army offers a competitive benefit package for eligible employees, which may include medical, dental, vision, hearing, disability and life insurance; flexible spending accounts; 403(b) retirement accounts; a company‑funded defined contribution (pension) plan; and generous time‑off policies.

In compliance with the ADA Amendments Act, if you have a disability and would like to request an accommodation to apply for this position, please contact the Human Resources department.

The Salvation Army is an Equal Opportunity Employer Minority/Female/Veterans/Disabled. Candidates who are back‑to‑work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.