Office Coordinator

The Salvation Army 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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

The Office Coordinator provides administrative and financial support to ensure the efficient operation of the office. This position maintains accurate MVR records, supports Accounts Payable and Accounts Receivable functions, which include processing invoices, payments, billing, and receivables through proper GL coding. The position also oversees the administrative responsibilities of the Ray & Joan Kroc Corps Community Center’s Volunteer program. The Office Coordinator serves as a key resource to staff, vendors, and customers while maintaining a high level of organization, accuracy, confidentiality, and communication with Divisional Headquarters.

• Maintain organized and accurate electronic files, physical files, retention records and MVR documents to ensure audit readiness.
• Prepare correspondence such as letters and emails, pull reports, create forms, and spreadsheets to support the business as requested.
• Send meeting reminders.
• Attend assigned meetings for the purpose of taking minutes and prepare for timely distribution.
• Coordinate meetings, calendars, and other administrative activities as needed.
• Manage office supplies, equipment, and service requests for office equipment.
• Maintain confidentiality of sensitive organizational, employee, member, and financial information.
• Exercise sound judgment when handling confidential, financial or sensitive information.
• Demonstrate strong attention to detail, organization, accuracy, and follow-through.
• Manage multiple priorities and meet established deadlines.
• Communicate effectively with staff, management, vendors, and Divisional partners to solve problems and resolve issues.
• Provide professional, timely and courteous service to internal and external clients.

• Reconcile accounts receivable records and research discrepancies.
• Prepare and input invoices timely and accurately.
• Complete the AR Batch Header with proper GL Code allocations.
• Track incoming payments and maintain an Accounts Receivable log.
• Send required paperwork to Divisional Headquarters.
• Follow up on outstanding invoices.

• Process vendor invoices and ensure proper GL Coding, approvals, and supporting documentation. Partner with Corps Officers and Center Director to ensure accuracy of GL Coding in the VIVID accounting system.
• Request payments for vendors and service providers. Resolve any discrepancies.
• Maintain accurate and organized AP records.

• Reconcile expense receipts and mileage log reimbursements.
• Prepare Traction Rec end-of-day reconciliation and transport deposits to the bank daily.
• Reconcile CCMS transactions and prepare for bank deposit.
• Manage the post office to include daily mail pick up and coordination of bulk mail.
• Retain all motor vehicle registration documents.
• Ensure compliance with current business license posting.
• Support internal and external audits by providing requested documentation.

• Assist with seasonal reconciliation and deposit preparation.
• Facilitate Kettle Worker schedules through the Golden application.
• Support the Corps Officers through the Kettle season with administrative responsibilities, to include distribution of Kettles.