Corps Financial and Administrative Assistant

The Salvation Army•Allentown, PA

22h•$23

About The Position

The Corps Financial and Administrative Assistant provides essential support to the Corps Officer and works in close collaboration with DHQ/Finance/CAST across The Salvation Army Allentown Corps and The Salvation Army Rich Flemming Hospitality House . This position is crucial for ensuring the accurate and timely processing of financial transactions and general administrative tasks at both locations, maintaining financial accuracy, transparency, and compliance, while also streamlining administrative processes and fostering effective vendor relationships.

Requirements

Associate’s degree in business administration, Accounting, Finance, or a related field is preferred. Equivalent experience will be considered in lieu of a degree.
Two years of demonstrated experience in an administrative support or financial clerical role, preferably within a non-profit or community-based organization.
Experience with accounts payable, receivables, or grant billing is highly desirable.
Computer Literacy: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is essential. Experience with accounting software (e.g., QuickBooks, or similar fiscal management systems) and database management (e.g., Salesforce) is highly preferred.
Excellent Communication Skills: Strong verbal and written communication skills, including excellent reading and writing abilities, for clear and professional interaction with staff, vendors, and external partners.
Organizational Prowess: Exceptional organizational skills and diligence, crucial for managing financial records, processing invoices, and maintaining accurate documentation across multiple sites.
Team Collaboration: Ability to function effectively as a collaborative team member, working closely with Corps leadership, CAST, and program staff.
Problem-Solving: Strong analytical and critical thinking skills, with the ability to manage various administrative tasks efficiently.
Mandated Reporter Training: As a Mandated Reporter, must provide proof of having completed training on recognizing and reporting child abuse, meeting the training standards of PA Act 153 of 2014, within 30 days of employment. Recurrent training is required every five years thereafter.
Child Protection Clearances: Meets the Child Protection Clearances required by PA Act 153, to include PA Child Abuse History Clearance, PA State Police Criminal Record Check, and FBI Criminal Record Check.
Mission Alignment: Must possess a strong understanding of and unwavering support for the mission of The Salvation Army.

Nice To Haves

Bi-Lingual (English/Spanish) is preferred, to better serve the diverse community.

Responsibilities

Bank Deposits and Cash Handling (Both Sites): Timely Bank Deposits: Prepare bank deposits according to policy for both the Allentown Corps and the Hospitality House, making copies of all supporting documentation. A copy of each deposit ticket and supporting information will be promptly sent to CAST. Petty Cash Management: Responsibly manage all aspects of the Petty Cash Bank at both locations, which includes: Maintaining separate Cash Receipt Books for each site and providing receipts for all contributions received or fees paid by program participants and others. Processing cash reimbursements in strict adherence to Salvation Army policy for both the Corps and the Hospitality House. Maintaining adequate cash on hand at each location and submitting accumulated supporting documentation along with check requests to CAST for replenishment. Performing periodic, but at least weekly, reconciliations of the petty cash bank for both sites by summing collected receipts, authorized cash advances, and cash on hand. Following up to ensure that any cash advances are closed out (with required receipts and any cash balance) within 30 days of issuance for both sites. Ensuring the Petty Cash box is always safely locked away whenever it is not being actively used at either location.
Data Entry and Record Keeping (Both Sites): Kettle Campaign Income (Allentown Corps): Accurately enter financial data into the "RED KETTLE WORKER" system , recording all Kettle Campaign income on a daily basis for the Allentown Corps. Mail Donations: Process all mail donations received for both the Allentown Corps and the Hospitality House, diligently including them in the Salesforce database .
Financial, Clerical, and Business Administration Support (Both Sites): Timekeeping: Follow Salvation Army policies and procedures to perform timekeeping duties for employees at both locations, ensuring accurate and timely compensation for hours worked and paid time off. Vendor Management & Invoice Processing: Date stamp all arriving invoices for both the Allentown Corps and the Hospitality House and obtain signature approval for payment from the Commanding Officer (CO). Process invoices by preparing them for submission, which may include initial data entry or verification, before promptly forwarding them to CAST for final processing and payment. Function as a primary point of contact for vendors serving both locations, addressing inquiries about invoices or services. Communicate with vendors to clarify discrepancies, follow up on outstanding issues, and hold them accountable to agreed-upon terms and service levels. Should any vendor call about an unpaid bill related to either site, forward the caller to CAST for follow-up by the central team. Grant and Program Billing (Rich Flemming Hospitality House): Responsibly prepare and submit billing to various funding sources for the Rich Flemming Hospitality House, including but not limited to HUD, EITC, C&Y , and other relevant program grants, ensuring compliance with funder requirements and timely submission for reimbursement. Property-Related Administrative Support: Provide clerical and administrative assistance related to corps properties and the Hospitality House, which may include managing documentation, assisting with service requests, or facilitating communication with relevant parties regarding property maintenance or administration for both sites. Financial Reports and Analyses: Support the ongoing work and programs of both locations by collaborating with CAST staff to obtain any needed financial reports and analyses. General Clerical Support: On a routine and regular basis, provide general clerical support needed to CAST to process payments and record deposits for both the Allentown Corps and the Rich Flemming Hospitality House.
Professional Development and Other Duties: Training Sessions: Attend training sessions as may be needed or approved, related to corps financial services and general administration. Related Duties: Perform other related duties as assigned to support the efficient operation of both the Allentown Corps and the Rich Flemming Hospitality House.

Benefits

Generous paid time off every year that includes: holidays, up to 3 personal days, vacation time and sick time.
Employer funded Pension Plan (company contributions begin after 1 year of employment)
Comprehensive health care coverage with low cost employee premiums, co-pays and deductibles
Eligibility for supplemental insurance plans including Short Term Disability, AFLAC and Voluntary Term Life
Flexible Spending Accounts
Remitted Tuition Program
Eligibility for the Federal Government’s Public Student Loan Forgiveness Program
Most importantly – a job with a good purpose!

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