Business Administrator

POSITION DESCRIPTION

POSITION TITLE: Business Administrator

LOCATION/DEPT: Tri-City/St. Charles Corps

REPORTS TO: Corps Officers

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

PAY GRADE: 407

PAY RANGE: $25.04 - $30.05

Responsible for the daily operations of the Tri-City Corps, ensuring that financial and facility administration is handled in a timely, accurate & efficient manner.

• Financial Administration
  • Financial information is processed in a timely and accurate manner, in accordance with the standards of the North & Central IL Corps Accounting department.
  • Categorizing and depositing all donations & other cash receipts.
  • Scan all donations and tithes on a weekly basis.
  • Deposit all program service fees and non-donor income no more than 3 days after receiving.
  • Review and verify donation deposits upon posting in the bank account.
• All accounts payable functions
  • Review, code, and submit to Corps Accounting all invoices, expense vouchers and reimbursement requests.
  • Monitor cash flow and recommend to the officers invoices requiring payment.
  • Communication with vendors regarding any invoice discrepancies or questions.
• Responsible for maintaining gift card inventory according to Salvation Army minutes.
• Maintain detailed financial records according to Salvation Army Minutes, including but not limited to all financial transactions, reports and source documents to substantiate all cash receipts and disbursements.
• Assist in preparing various financial reports and budget information for Corps Officers, federal and local government agencies, Advisory Board, Corps Council, United Way/Community Chest applications, grant applications and audits, as well as end of year contribution statements for church donors.
• Assist the Corps Officer in creating the yearly Corps budget and submit it to divisional headquarters, as requested.
• Assist in monitoring statements for accuracy for Tri City funds kept elsewhere.
  • Reserve accounts.
  • Capital Trust accounts.
• Serve as liaison and control for EFSP funding for the Fox Valley Corps.
  • Process EFSP requests and verify eligibility for EFSP funding.
  • Submit eligible EFSP requests to DHQ for processing.
  • Complete compliance reporting and submitting to EFSP board in a timely manner.
• Assist Corps Officers in generating monthly statistical records.
  • Inputting attendance for weekly programs.
  • Gathering, inputting, and compiling month end statistics in preparation for DHQ submission.
• Assist with maintaining financial records for youth programming, including:
  • Residential Camp Applications, payments, & receipts.
• Maintain records for Corps Grants, including but not limited to:
  • United Way Funding
  • Pathway Of Hope Funding
  • Geneva Community Chest
  • Other Grants as received
• Facility Administration
  • Supervise and manage community service workers and volunteers.
    • Create and manage daily task sheets for community service workers.
    • Monitor seasonal and monthly duties to ensure proper maintenance of the building.
  • Oversee maintenance & repairs for the Corps facility.
    • Call service companies for general repair and maintenance as well as maintain current and accurate records.
    • Follow established policies and procedures in creating preventative maintenance contracts.
    • Secure bids for repairs and equipment, when necessary, and process in accordance with established procedures.
    • Communicate with service providers such as phone, copier, soda machine, garbage, snow plowing. Secure bids/proposals and establish service when necessary (with the approval of the Corps Officer).
    • Liaison with alarm company to maintain building security.
    • Maintain equipment files to include instruction manuals and warranty agreements.
  • Coordinate facility (room) usage for Corps groups and outside agencies, groups and individuals.
    • Communicate with agencies, outside groups and individuals regarding room availability and facility rules, regulations and fees.
    • Prepare yearly contracts for outside agencies.
    • Negotiate usage requirements and fees.
    • Coordinate with Corps Accounting to send any facility usage billing, as needed.
    • Schedule and track all room usage requests for Corps and Corps group activities.
  • Communicate with staff regarding room usage needs such as set up and clean up, additional staff hours and special equipment.
  • Provide weekly reports regarding scheduled events for department heads and the front desk.
• Maintain copy room and equipment by:
  • Keeping copy room and supplies organized and stocked.
  • Keeping copier and other equipment dust free.
  • Coordinating with Ministry Assistant to order additional supplies.
• Oversee maintenance and repairs for Corps vans and bus.
  • Coordinate with NCI DHQ on the maintenance of vehicle titles, registrations, insurance cards.
  • Schedule needed repairs and upkeep on vehicles.
  • Responsible for Wex Fleet cards.
• Coordinate and schedule all van and bus usage.
• Maintain current inventory lists for corps, including corps inventory, key inventory, quarters inventory, storage inventory, etc.
• Other Duties
  • Assist with preparing, submitting, and overseeing seasonal hiring…