Business Administrator

The Salvation Army USA Central Territory•Topeka, KS

1d•Onsite

About The Position

The Business Administrator position exists to enhance the ministry of The Salvation Army serving Shawnee County by assuring that the business practices of the Topeka Corps are conducted in an efficient and effective manner in line with Salvation Army policy and procedures and according to the laws of government entities with jurisdiction.

Requirements

Minimum 2 years’ equivalent experience
Must be able to work with and supervise a wide variety of personalities
Must be discerning and able to make sound decisions based on a variety of information and input
Must have good computer skills and knowledge of computer networking; be proficient in Microsoft Excel
Driving is required. Must possess a valid driver’s license from the state in which you reside. Must be approved through The Salvation Army Fleet Safety Program to drive either a Salvation Army or personal vehicle on Salvation Army business.

Nice To Haves

Post-secondary degree in business or management preferred; relevant experience may be considered in lieu of education
Hands on knowledge of ADP Vantage HCM and Recruiting Management helpful but not required
Bilingual (English and Spanish) preferred but not required

Responsibilities

Perform clerical functions including, but not limited to, maintaining Corps records and inventory, answering, and directing phone calls, managing correspondence as requested, and managing internal and external mail
Supervise the pickup and process of mail and package deliveries
Using computer, copy equipment, facsimile and other general office equipment provide data entry, typing and general clerical support
Attend and prepare Advisory Council and Corps Council meeting agendas including supporting materials; send meeting notices to members; record meeting minutes and forward to DHQ monthly
Assist with seasonal and special activities as assigned
Compile records and prepare reports and statistics as assigned
Working with other department heads attempt to discern community needs and make recommendations to Corps Officers for improvement in services to the community
Manage volunteer and donor correspondence
Encourage a positive work environment by conducting oneself in a manner that fosters healthy relationships with co-workers, supervisor, and visitors
ADP approvals for department heads in the absence of the Corps officer
Manage employment, change of status and termination processes at the Corps level with the support of the appropriate department head
Maintain employee files
Review & track employee time off requests
Advise supervisors monthly employees’ birthdays
Report and track all workman’s comp injury claims
Assist with incident reports and claims
Assist with ongoing workman comp medical reports to DHQ
Keep employee records regarding claims
Receive and investigate complaints from employees who are dissatisfied with TSA operations policy and recommend best response and action to the Corps Officers
Coordinate and assist the Corps Officer(s) in leading monthly staff meetings
Attending community meetings as requested by Corps Officer or as appropriate
Assume responsibility and leadership for the on-going development of assigned staff as it relates to their specific job functions
Make recommendations to the Corps Officers concerning attendance of staff at local workshops or other staff development opportunities
Provide ADP approvals as assigned by Corps Officer
Process paperwork for disciplinary actions. Monitor any corrective action plans in consultation with the employee’s department head and the Corps Officers
Serve as a Safe from Harm Coordinator for the Topeka Campus
Help ensure all staff are trained and in compliance with Safe from Harm
Responsible for management of all Corps budgets
Assist with grant applications as requested
Maintain grant files, and assure compliance and timely submissions.
Assist with grant reviews by outside agency as required
Coordinate with DHQ Finance to prepare monthly TSA finance reports
Prepare invoices, ensuring proper coding and delivery to DHQ CAC on an established regular basis
Perform all banking transactions according to policies and procedures
Prepare and deliver weekly bank deposits, sharing details with DHQ CAC in a routine and timely manner
Monitor revenues and expenses as compared to budget; investigate significant variances and make recommendations to program supervisors and the corps officers if changes need to be made
Monitor accounts payable to assure timely payment of all invoices
Monitor cash flow; utilize cash reserves as needed
Review invoices and checks for proper documentation and authorizations before sending them to the Corps Accounting Clerk (CAC)
Work with DHQ Corps Accounting Center to respond to and adjust accounting functions according to auditors’ recommendations/findings
Monitor THQ reserves, Capital expenditures/reimbursements
Responsible for review of data entry into accounting system and for month end closing activity
Review all banking activity including but not limited to deposits/sign checks/review & process bank exceptions/process ACH payments/monitor balance and activity
Perform other accounting processes as needed in coordination with the Corps Officer and CAC
Work with external & internal auditors
Assist with Christmas Kettles and other fundraising activities as needed
Record and deposit all rental income
Maintains Petty Cash for the Administration facility
Secure recommendations from the department heads regarding annual pay increases; work with the Corps Officer Corps Officers for approval and inclusion in the upcoming budget
Supervise the Facilities Manager regarding building projects, contractors, and equipment purchases
Assist in processing and monitoring capital projects through TSAMM’s with the support of the Facilities Manager
Manage rental contract documents with the Community Center Ministries Director
Coordinate building opening and closing with the Facilities Manager
Maintain property inventory, maintenance schedules and schedules of use to include vehicle logs for maintenance and operator fleet use
Work with the Facilities Manager to maintain Property Keyholder lists and all Code lists for WEX fleet cards
Ensure Hold Harmless Agreements are endorsed and on file for all outside groups using the facility
Other duties as requested by Corps Officers