Office Manager

The Salvation Army

North and Central Illinois Division

Peoria Area Command

Position Title: Office Manager

Summary: The Office Manager will be an integral part of the Peoria Area Command administrative operations including front desk functions, guest and mailroom management. In addition, this position will provide comprehensive and high-level administrative tasks, database, reporting, and writing support to assist with the day-to-day operations of the Peoria Area Command's capital campaign. This role involves coordinating schedules, maintaining campaign records, and ensuring effective communication among stakeholders. The position will assist fundraising efforts, manage donor relations, and oversee campaign documentation and reporting.

Reports To: Primarily reports to the Executive Assistant and works in coordination with the Mission Impact Accelerator Manager and Donor Relations Director.

Pay Grade: 405

Pay Range: $19.97 - $23.96

Qualifications:

Candidates must be passionate about fulfilling The Salvation Army's mission and articulating it to others.

Candidates must pass the pre-employment background inquiry and annual motor vehicle check with a valid driver's license.

Education: A bachelor's degree or equivalent experience in lieu of will be considered. Administrative experience is necessary, and Salesforce CRM experience is a plus.

Skills:

• Excellent interpersonal skills and a professional manner with a confidential nature always.
• Ability to efficiently and effectively manage projects and tasks successfully.
• Team player, self-starter, and perform well with minimal supervision.
• Must have an interest and ability to work with people of diverse racial, ethnic, and socio-economic backgrounds in a sensitive and culturally appropriate manner.
• Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills and work as a cooperative team member.
• Proficiency in computer software applications, including experience using email, MS Office applications, Internet, and Social Media platforms.

The Salvation Army Mission Statement

The Salvation Army is an international movement that is an evangelical part of the universal Christian church. Its message is based on the Bible, and its ministry is motivated by the love of Christ. Its mission is to preach Jesus Christ's gospel and meet human needs in His name without discrimination.

Essential Responsibilities:

Office Management

• Provide reception desk coverage throughout the day for guests and visitors. Coordinate alternate coverage when needed. Train staff to function as support in times of absence or additional workloads.
• Professionally greet, answer calls and provide referrals as appropriate.
• Understand and enforce the security system and procedures with guests.
• Alert the Peoria Area Command Campus of communication needs, alerts and storm warnings.
• Provide accurate location and phone directories for local locations.
• Assist with devotional cards as needed.
• Provide opening/closing of all mail along with one other employee, per policy.
• Prepare and manage mail through local partners including USPS, UPS, Fed EX, etc. Drop mail as needed.
• Operation and care of all mailroom equipment; envelope printer, letter tabber, folder, laminator, postage meter & shredders, etc.
• Regularly check all fax & copiers to ensure they are stocked with proper care & updates given. Coordinate with Service Reps for routine maintenance & repairs when needed.
• Prepare bulk mailings as needed for special project management.
• Maintain the office in a neat and orderly manner.
• Manage and order office supply inventory for staff and local locations.
• Manage and order the inventory of Official Letterhead, Envelopes, & Business Cards.
• Assist with presentation layouts, flyers, spreadsheets, etc. including graphic art design.

Capital Campaign functions

• Coordinate with the Peoria Area Command Administrative and Development leadership regarding the campaign.
• Manage campaign calendar and coordinate team calendars for meetings, preparing and distributing agendas.
• Organize individual donor visit coordination as requested.
• Ensure compliance with Salvation Army internal capital campaign processes and procedures.
• Assist the Capital Campaign Co-Chairs and Committee with support aspects of the campaign, including significant gift packages and meeting management.
• Represent The Salvation Army in capital campaign presentations as needed.
• Maintain all capital campaign-related files, records, and correspondence as required by Salvation Army policy.
• Coordinate campaign administration, including reports reconciliation and donor recognition activities.
• Monitor and follow up with donors on the collection of donor pledges.
• Reconcile donor actual giving with donor pledges monthly and report to the Administrative and capital campaign leadership team.
• Ensure data entry of all campaign donor activity in the Salvation Army CRM system, Interchange. Maximize database efficiency
• Work with Development leadership and Finance teams to ensure proper records for capital campaign audits.
• Maintain campaign dashboard and prospect pipeline for accurate reporting on campaign progress.
• Prepare all required capital campaign reports, including monthly reporting for Divisional and Territorial Headquarters.
• Prepare communications, such as memos, emails, invoices, expense reports and other correspondence
• Assist with presentation layouts, flyers, spreadsheets, etc., including graphic art design.
• Prepare Bulk Mailings - import/update/print mailing list.
• Customize and print cards, brochures for marketing material, letters, touchpoints, and other correspondence for donors and professionals

Administrative expectations

• Maintain a positive work atmosphere through appropriate conflict management, courteous demeanor, and professional and appropriate communication practices.
• Maintain compliance with The Salvation Army's "Safe from Harm" Certification and other mandated training programs.
• All other duties that pertain to work within the related Peoria Area Command administrative functions.

Local travel may be necessary.

Position Ranking:

• Regular Full Time, Non-Exempt.

Physical Demands/ Work Environment:

This position requires basic business and office work. To successfully perform the essential functions of this position, the individual is regularly required to talk and listen, stand, walk, sit, and use hands. Individuals must be able to lift to 30 pounds regularly and occasionally lift to fifty pounds. The use of Office and Computer Equipment is necessary. Vision abilities will require close vision. Work may be performed indoors and occasionally requires outdoor attendance at meetings. There is a low to moderate noise level for this position.