Office Manager

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

Child Care

POSITION DESCRIPTION

POSITION TITLE: Office Manager

LOCATION: Child Care

REPORTS TO: Program Director

FLSA CATEGORY: Exempt

STATUS TYPE: RFT

OUTCOMES

Prepare vouchers, develop grant budget applications, contracts, budget revisions and budget amendments, track the receipt of funds from funding sources and monitor agency spending in an effort to prevent overspending. Additionally, the Office Manager functions as a back-up in the areas of payroll, administrative office purchasing, fiscal processes forms distribution, general duties, and manager support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Oversight of fiscal operations:
2. Assures timely voucher submission to all funding sources, including Certificate and Collaboration vouchers and serves as authorized signature on voucher.
3. Serves as second signature on check requests or as second signature in the absence of project director, including:
   
   
   
   1. Check requests
   2. Bills and invoices
   3. Petty cash
   
   
   
   
4. Assures adequate funds are available for orders, review reimbursement checks for submission to the finance office.
5. Answers the phone, type thank you letters for donors and responds to general questions as needed.
6. Assists Director with attendance reports and the development of all grant budget applications.
7. Review coding for monthly expenses and money orders to finance office.
8. Collects records and code site money orders for the finance office.
9. Responsible for developing all grant budget applications in collaboration with the Director.
10. Work collaboratively with the Director to develop Child Care budget applications, contracts, budget revisions, and budget amendments.
11. Work collaboratively with the Head Start/Early Head Start Director and Shield of Hope Director in the development of department budget submission (vouchers) funder and the Divisional Finance board.
12. Ensures professional working environment through the maintenance and updating of equipment such as copiers and phone systems in collaboration with the Director.
13. Tracks the receipt of funds from funding sources to assure sound fund balance, prevent overspending, determine when revisions are warranted and informs the Director of any untimely reimbursements. (before September 15^th for all Head Start budgets -- final submission date, although extension may be requested.
14. Participates as a member of the Child Care Program Management Team and communicate with staff and contacts including The Divisional Finance Department.
15. Oversees Human Resources operations with support from the Administrative Assistant:
    
    
    
    1. Prepare all personnel actions, including new hires, terminations, status changes, education grants, etc.
    2. Process and track insurance related documents.
    3. Coordinates with all members of the management team to plan, support and monitor all programs of The Salvation Army Child Care Programs.
    4. Assists with budget review. Makes appropriate suggestions for expenditures and/or changes.
    
    
    
    
16. Assists with developing and maintaining good staff relationships.
17. Keeps abreast of fiscal and personnel practices and demonstrates professional growth and improvement through:
    
    
    
    1. Identification of own training needs.
    2. Participation in training sessions.
    3. Enrollment in workshop/college courses.
    
    
    
    
18. Reading professional.
19. Adhere to all Human Resources policies.
20. All other duties as assigned.

REPORTING RELATIONSHIPS

This position reports to the Program Director.

This positon supervises the administrative staff.

In contacts related to this position's duties, this individual acts as a representative of the Army and its mission.

PERFORMANCE MEASUREMENTS

This 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.

EDUCATION/EXPERIENCE

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

COMPENTENCIES

• A commitment to uphold and promote the mission of The Salvation Army and an appreciation of faith-based service organizations.
• An interpersonal style that is service oriented and supportive of the other departments.
• An excellent attention to detail, procedures, processes and policies.
• Good communication and interpersonal skills that exhibits the principles and values of the Army, as well as fosters team relationships and effective communications.
• Good organizational skill and the ability to work independently as well as with a team of people.
• Good judgment in making decisions based upon recognizing established precedents, and demonstration of resourcefulness in meeting problems.
• Ability to manage projects to completion, prioritize work flow to include maintaining documentation standards, provide quality service delivery.
• Ability to be self- motivated in a challenging work environment and to work with sensitive and confidential information.
• Extensive knowledge of social service and early childhood programs.
• Ability to write clearly and give good instructions.

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Program Director informed on all critical issues relating to his/her area of responsibility.
• This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.

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