The Salvation Army USA Central Territory
Office Manager
The Salvation Army USA Central Territory, Chicago, Illinois, United States, 60290
Overview
Office Manager – The Salvation Army USA Central Territory, Child Care This position description includes the following outcomes and responsibilities related to fiscal operations, human resources support, and program management within the Child Care Programs. 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
Oversight of fiscal operations Assures timely voucher submission to all funding sources, including Certificate and Collaboration vouchers and serves as authorized signature on voucher Serves as second signature on check requests or as second signature in the absence of project director, including: Check requests Bills and invoices Petty cash Assures adequate funds are available for orders, review reimbursement checks for submission to the finance office Answers the phone, types thank you letters for donors and responds to general questions as needed Assists Director with attendance reports and the development of all grant budget applications Review coding for monthly expenses and money orders to finance office Collects records and code site money orders for the finance office Responsible for developing all grant budget applications in collaboration with the Director Work collaboratively with the Director to develop Child Care budget applications, contracts, budget revisions, and budget amendments 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 Ensures professional working environment through the maintenance and updating of equipment such as copiers and phone systems in collaboration with the Director 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 Participates as a member of the Child Care Program Management Team and communicates with staff and contacts including The Divisional Finance Department Oversees Human Resources operations with support from the Administrative Assistant: Prepare all personnel actions, including new hires, terminations, status changes, education grants, etc. Process and track insurance related documents Coordinates with all members of the management team to plan, support and monitor all programs of The Salvation Army Child Care Programs Assists with budget review. Makes appropriate suggestions for expenditures and/or changes Assists with developing and maintaining good staff relationships Keeps abreast of fiscal and personnel practices and demonstrates professional growth and improvement through: Identification of own training needs Participation in training sessions Enrollment in workshop/college courses Reading professional Adhere to all Human Resources policies All other duties as assigned Salary, Location and Reporting
Location:
Child Care Reports to:
Program Director Pay Grade:
407 Pay Range:
$28.20-$33.84 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 Competencies
A commitment to uphold and promote the mission of The Salvation Army and an appreciation of faith-based service organizations Service-oriented interpersonal style Excellent attention to detail, procedures, processes and policies Good communication and interpersonal skills that reflect Army values and foster teamwork Good organizational skills and ability to work independently or with a team Good judgment and resourcefulness in problem solving Ability to manage projects to completion and maintain documentation standards Self-motivation in a challenging work environment and ability to handle sensitive and confidential information Extensive knowledge of social service and early childhood programs Ability to write clearly and give good instructions Position Limitations
Will only commit Army resources that have been allocated or approved Will keep the Program Director informed on all critical issues related to the area of responsibility Will adhere to all Army policies and procedures in carrying out the responsibilities of this position Physical Demands/Work Environment
Light physical work Regular use of standard office equipment and a PC 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.
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Office Manager – The Salvation Army USA Central Territory, Child Care This position description includes the following outcomes and responsibilities related to fiscal operations, human resources support, and program management within the Child Care Programs. 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
Oversight of fiscal operations Assures timely voucher submission to all funding sources, including Certificate and Collaboration vouchers and serves as authorized signature on voucher Serves as second signature on check requests or as second signature in the absence of project director, including: Check requests Bills and invoices Petty cash Assures adequate funds are available for orders, review reimbursement checks for submission to the finance office Answers the phone, types thank you letters for donors and responds to general questions as needed Assists Director with attendance reports and the development of all grant budget applications Review coding for monthly expenses and money orders to finance office Collects records and code site money orders for the finance office Responsible for developing all grant budget applications in collaboration with the Director Work collaboratively with the Director to develop Child Care budget applications, contracts, budget revisions, and budget amendments 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 Ensures professional working environment through the maintenance and updating of equipment such as copiers and phone systems in collaboration with the Director 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 Participates as a member of the Child Care Program Management Team and communicates with staff and contacts including The Divisional Finance Department Oversees Human Resources operations with support from the Administrative Assistant: Prepare all personnel actions, including new hires, terminations, status changes, education grants, etc. Process and track insurance related documents Coordinates with all members of the management team to plan, support and monitor all programs of The Salvation Army Child Care Programs Assists with budget review. Makes appropriate suggestions for expenditures and/or changes Assists with developing and maintaining good staff relationships Keeps abreast of fiscal and personnel practices and demonstrates professional growth and improvement through: Identification of own training needs Participation in training sessions Enrollment in workshop/college courses Reading professional Adhere to all Human Resources policies All other duties as assigned Salary, Location and Reporting
Location:
Child Care Reports to:
Program Director Pay Grade:
407 Pay Range:
$28.20-$33.84 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 Competencies
A commitment to uphold and promote the mission of The Salvation Army and an appreciation of faith-based service organizations Service-oriented interpersonal style Excellent attention to detail, procedures, processes and policies Good communication and interpersonal skills that reflect Army values and foster teamwork Good organizational skills and ability to work independently or with a team Good judgment and resourcefulness in problem solving Ability to manage projects to completion and maintain documentation standards Self-motivation in a challenging work environment and ability to handle sensitive and confidential information Extensive knowledge of social service and early childhood programs Ability to write clearly and give good instructions Position Limitations
Will only commit Army resources that have been allocated or approved Will keep the Program Director informed on all critical issues related to the area of responsibility Will adhere to all Army policies and procedures in carrying out the responsibilities of this position Physical Demands/Work Environment
Light physical work Regular use of standard office equipment and a PC 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.
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