Finance and Operations Assistant Job Rockford area,Illinois USA,Administrative/Clerical

THE SALVATION ARMY NORTH AND CENTRAL ILLINOIS DIVISION POSITION DESCRIPTION

POSITION TITLE:

Finance and Operations Assistant

LOCATION/DEPT:
Winnebago County

REPORTS TO:

Winnebago County Coordinator

PEOPLE MANAGER:
No

FLSA CATEGORY:
Non-Exempt

STATUS TYPE: RFT

PAY GRADE: 403

PAY RANGE: $17.08 - $20.49

The mission of The Salvation Army in Winnebago County will be supported through the effective oversight of the Finance areas. In doing so compliance with government mandates, Salvation Army policy and procedure is achieved.

The Finance and Operations Assistant provides crucial daily business support to The Salvation Army Winnebago County by acting as the central processing link between local operations and the Divisional Headquarters (DHQ) accounting department. This entry-level role focuses primarily on systematic transaction coding, expense allocation, and invoice processing. Secondarily, the position handles essential administrative tasks, documentation, and calendar logistics to optimize leadership workflows.

This role is strictly for data and scheduling processing; a financial or accounting degree is not required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Financial Tracking and Transaction Coding

Accurately code all local transactions, purchase receipts, expense vouchers, and incoming donations according to pre-established Salvation Army accounting codes and charts of accounts.
Review incoming vendor invoices, bills, and local check requests for correct coding and programmatic accuracy.
Track payment due dates and follow up on approvals to ensure all coded vendor invoices are processed for timely payment.
Aggregate and transmit weekly coded data logs, invoices, receipts, and deposit records to DHQ accounting for final disbursement.
Generate, in coordination with DHQ, regular transaction snapshots, budget-to-date tracking spreadsheets, and basic financial data reports for leadership review.

Administrative and Calendar Support

Manage the Winnebago County Coordinator's calendar, vetting and coordinating appointment requests.
Attend operational and advisory board meetings to capture and transcribe clear, professional meeting minutes systematically.
Format, distribute, and archive finalized meeting records for future administration reference.
Review incoming mail and correspondence, routing priority items to the Winnebago County Coordinator.

Vehicle Fleet Logs and Space Coordination

Route operational facility or vehicle issues immediately to the Facilities Department, which handles all physical inspections, registrations, and vehicle maintenance.
Coordinate internal schedule reservations for chapel, community room, or multi‑purpose spaces to eliminate programming conflicts.

Accounts Payable

Code invoices in preparation for payment.
Work with vendors to obtain invoices and necessary documents to process payments.
Work with Cops Accountant and DHQ to process weekly checks.
Process prepared checks for mailing/distribution.
Scan all invoices to DHQ for payment processing.
Manage all charge accounts:
Schnucks; WEX;
Menards;
Lowes;
Tri‑B; GFS.

Bank Account Management

Function as Administrator for Banking Account.
Maintain records of Custodial accounts.
Manage signers, passwords, and Positive Pay for online accounts.

Programs

Issue payments against grants when available.
Prepare the reports needed for Social Services.
Prepare and submit to DHQ Gifts in Kind report.

Christmas Kettle Counting

Count all kettles with volunteer team.
Prepare and verify all income for deposits.
Transport deposits to bank.
Code and submit to DHQ all deposits.
Track all kettle progress.
Submit daily kettle totals to Register to Ring representative.

Sunday Deposits

Assemble congregational offerings for deposit.
Record member cartridge (tithe) amounts and other giving in Excel spreadsheet.
Stamp checks.
Make copies of all checks.
Complete Bank Deposit forms.
Assist with transfer of deposits to bank.
Following deposit of funds scan all deposit documents, check copies, and Excel spreadsheets to DHQ for posting to Acumatica ledger.

General Deposits

Assemble White Mail and Mail Appeal deposits.
Complete bank deposit forms.
Assist with transfer of deposits to bank.
Following deposit of funds scan all deposit documents, check copies, and any corresponding documentation to DHQ for posting to Acumatica ledger.

Reporting

Assist with preparing reports for the Advisory Board, DHQ and Corps Councils when requested.
Assist with the preparation of documentation for grant reporting when requested.
Assist with special projects as needed.
All other duties as assigned.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

Education:

High School diploma or GED equivalent.
Experience:

Previous experience with social service field or faith‑based organization preferred.
Demonstrated…