Christmas Kettle Coordinator

Salvation Army Careers•Vancouver, WA

About The Position

The Kettle Coordinator manages all aspects of The Salvation Army’s Christmas Kettle Program, including supervising, scheduling, and monitoring kettle workers and drivers. The coordinator maintains records needed for human resources, payroll, and accounting; coordinates volunteer and paid bell-ringer staffing; oversees daily routes and site operations; and supports customer service and troubleshooting throughout the program. The role also involves recruiting, interviewing, and hiring seasonal workers, ensuring hiring paperwork and background checks are completed, conducting orientations, monitoring productivity, and assisting with kettle-money accounting and equipment management. The position reports to the Corps Officer and is temporary/seasonal and non-exempt. The coordinator helps establish kettle locations by contacting store managers and obtaining required documentation, ensures equipment and site materials are ready, and coordinates daily worker assignments, check-ins, timekeeping, and payroll information. At the end of the season, the coordinator inventories equipment and prepares a season-ending brief. Other seasonal duties may be assigned.

Requirements

High school diploma.
At least six months of related experience.
Valid Washington Class B or C driver’s license and a good driving record.
Ability to sit, walk, stand, bend, squat, climb, kneel, and twist intermittently or continuously.
Ability to grasp, push, and pull objects and reach overhead.
Ability to operate a telephone and a desktop or laptop computer.
Ability to lift up to 25 pounds.
Ability to access and produce information from a computer and understand written information.
Qualified individuals must be able to perform the essential duties with or without reasonable accommodation.

Nice To Haves

Some post-secondary education.
Supervisory experience.

Responsibilities

Serve as the primary contact and resource for volunteer registration through Register to Ring (R2R).
Confirm, schedule, and coordinate individual and group volunteers through R2R and by phone.
Coordinate equipment retrieval and delivery for volunteer groups and paid bell ringers.
Work with a temporary staffing agency to recruit, train, process, schedule, and supervise bell ringers; report their hours to the agency.
Conduct orientation for paid bell ringers and volunteers.
Prepare and coordinate daily driver routes, schedule drivers, communicate their assignments, and enter driver hours into UKG.
Provide customer service to the public, store personnel, and store managers as a representative of The Salvation Army.
Serve as kettle receiver when needed and ensure kettles are properly stored and secured.
Respond to calls from paid ringers and volunteers about schedules and logistical issues; provide direction to drivers and troubleshoot urgent circumstances.
Prepare financial reports for Finance Administration and make recommendations regarding bell-ringer staffing.
Oversee entry of hours and income into Register to Ring and monitor sites and bell-ringer activity through the system.
Drive as needed for kettle deliveries, pickups, and equipment changes.
Contact store managers to request permission for kettle sites and obtain required documentation, including insurance documents.
Inspect and maintain kettles, stands, bells, aprons, and other equipment; keep equipment clean and in good condition.
Assist with advertising for bell-ringer positions and ensure applications and hiring paperwork are available.
Interview and hire applicants; ensure required forms are complete and background checks are in progress before workers start.
Provide daily hiring data, duplicate paperwork, complete temporary employee forms, and submit documents to divisional headquarters when requested.
Ensure stands and signs are delivered to sites before kettles begin operating.
Conduct pre-season orientation and review worker responsibilities and guidelines; complete missing paperwork before workers begin.
Be available at the beginning and end of each day to assign workers to sites, answer questions, address problems, and drop off or pick up workers.
Coordinate volunteers for kettle operations and special events; establish driver schedules and routes.
Collect timesheets daily and ensure accurate information is available for payroll data entry.
Check paychecks with the Administrative Coordinator and prepare them for distribution to workers.
Conduct spot checks of workers and troubleshoot issues involving bell ringers, store managers, and drivers.
Maintain worker assignment records and work with the Corps Officer to monitor site productivity; dismiss bell ringers who do not meet the stated productivity standard.
Use computer printouts to determine dollar-per-hour productivity averages.
Assist with accounting for kettle money, ensuring each kettle has a record of date, location, worker, and work times, and that all kettles are accounted for daily.
Inventory equipment at the end of the season and prepare a season-ending brief.
Perform other seasonal duties as assigned.