Finance and Operations Assistant

The Salvation Army USA Central Territory•Rockford, IL

1d•$17 - $20•Onsite

About The Position

The Finance and Operations Assistant provides crucial daily business support to The Salvation Army Winnebago County by acting as the central processing link between local operations and the Divisional Headquarters (DHQ) accounting department. This entry-level role focuses primarily on systematic transaction coding, expense allocation, and invoice processing. Secondarily, the position handles essential administrative tasks, documentation, and calendar logistics to optimize leadership workflows. This role is strictly for data and scheduling processing; a financial or accounting degree is not required.

Requirements

High School diploma or GED equivalent.
Demonstrated precision in financial data entry, transaction coding, clerical filing, or invoice tracking.
Good communication and interpersonal skills.
Knowledge of the principals of accounting.
Demonstrated ability to use initiative and be a self-starter.
Knowledge of effective and efficient methods for organizing, maintaining and securing information with an attention to detail.
Ability to operate all general office equipment.
A positive attitude and the ability to be flexible in light of changing job situations/priorities.
Supportive of the mission of The Salvation Army.
Strong written communication skills with explicit experience drafting summaries or meeting minutes.
Proficiency in Microsoft 365 core applications (Word, Excel, Outlook) and SharePoint for document management and collaboration.
High level of professional discretion when handling confidential organizational and donor data.

Nice To Haves

Previous experience with social service field or faith-based organization preferred.

Responsibilities

Accurately code all local transactions, purchase receipts, expense vouchers, and incoming donations according to pre-established Salvation Army accounting codes and charts of accounts.
Review incoming vendor invoices, bills, and local check requests for correct coding and programmatic accuracy.
Track payment due dates and follow up on approvals to ensure all coded vendor invoices are processed for timely payment.
Aggregate and transmit weekly coded data logs, invoices, receipts, and deposit records to DHQ accounting for final disbursement.
Generate, in coordination with DHQ, regular transaction snapshots, budget-to-date tracking spreadsheets, and basic financial data reports for leadership review.
Manage the Winnebago County Coordinator's calendar, vetting and coordinating appointment requests.
Attend operational and advisory board meetings to capture and transcribe clear, professional meeting minutes systematically.
Format, distribute, and archive finalized meeting records for future administration reference.
Review incoming mail and correspondence, routing priority items to the Winnebago County Coordinator.
Route operational facility or vehicle issues immediately to the Facilities Department, which handles all physical inspections, registrations, and vehicle maintenance.
Coordinate internal schedule reservations for chapel, community room, or multi-purpose spaces to eliminate programming conflicts.
Code invoices in preparation for payment.
Work with vendors to obtain invoices and necessary documents to process payments.
Work with Cops Accountant and DHQ to process weekly checks.
Process prepared checks for mailing/distribution.
Scan all invoices to DHQ for payment processing.
Manage all charge accounts: Schnucks; WEX; Menards; Lowes; Tri-B; GFS.
Function as Administrator for Banking Account.
Maintain records of Custodial accounts.
Manage signers, passwords, and Positive Pay for online accounts.
Issue payments against grants when available.
Prepare the reports needed for Social Services.
Prepare and submit to DHQ Gifts in Kind report.
Count all kettles with volunteer team.
Prepare and verify all income for deposits.
Transport deposits to bank.
Code and submit to DHQ all deposits.
Track all kettle progress.
Submit daily kettle totals to Register to Ring representative.
Assemble congregational offerings for deposit.
Record member cartridge (tithe) amounts and other giving in Excel spreadsheet.
Stamp checks.
Make copies of all checks.
Complete Bank Deposit forms.
Assist with transfer of deposits to bank.
Following deposit of funds scan all deposit documents, check copies, and Excel spreadsheets to DHQ for posting to Acumatica ledger.
Assemble White Mail and Mail Appeal deposits.
Complete bank deposit forms.
Assist with transfer of deposits to bank.
Following deposit of funds scan all deposit documents, check copies, and any corresponding documentation to DHQ for posting to Acumatica ledger.
Assist with preparing reports for the Advisory Board, DHQ and Corps Councils when requested.
Assist with the preparation of documentation for grant reporting when requested.
Assist with special projects as needed.
All other duties as assigned.