Office Manager and Emergency Assistance Case Worker

The Salvation Army USA Central Territory•Saint Joseph, MO

8d•Onsite

About The Position

This role supports the ministry and operations of The Salvation Army serving Buchanan County by managing the administrative and business functions of the St. Joseph Corps and by providing emergency assistance casework to individuals and families.

Requirements

Minimum four years of relevant experience, including experience in office/business administration.
Experience working with low-income and diverse populations and providing human services or emergency assistance is preferred.
Must complete The Salvation Army’s Caseworker Certification Program within 90 days of assuming case worker responsibilities.
Ability to effectively work alongside and supervise employees and volunteers with varied backgrounds and personalities
Sound judgment and decision-making ability
Positive interpersonal skills and the ability to relate to clients with dignity, respect and a non-judgmental manner
Ability to communicate effectively, orally and in writing
Ability to work independently and collaboratively with staff, volunteers and community partners.
Proficiency with Microsoft Office products and the ability to operate essential office equipment and applicable information systems
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, management, human services or a related field preferred.
Relevant training, education and work experience may be substituted where it provides an equivalent knowledge base.

Responsibilities

Pick up and process mail
Receive, screen and direct incoming telephone calls and assist callers with their needs
Provide data entry, typing and general clerical support
Attend community meetings as requested by the Corps Officer or as warranted
Prepare materials for Advisory Board meetings and record meeting minutes
Assist with seasonal and special activities as assigned
Compile records and prepare reports and statistics as assigned
Make recommendations to management for improvement in community services
Assist with grant applications as requested; maintain grant reports and assure compliance; and assist with outside grant reviews as required
Prepare invoices, ensuring proper coding and timely delivery to the DHQ Corps Accounting Center (CAC), at least weekly
Prepare and deliver weekly bank deposits and provide deposit information to DHQ CAC in a timely manner
Review invoices and checks for proper documentation and authorization
Work with DHQ CAC to respond to and adjust accounting functions in accordance with auditors’ recommendations and findings
Perform other accounting processes, assist auditors, assist the Advisory Board and Finance Committee, and participate in budget preparation as directed
Review employment and staff change-of-status requests and obtain Corps Officer approval prior to submission to the DHQ Human Resources Department
Maintain employee files
Review and track employee benefit requests and advise supervisors regarding employee benefits
Advise supervisors monthly of employee birthdays
Assist with incident reports and claims
In conjunction with the Corps Officer, manage HR-related processes including employment, terminations, performance reviews, corrective actions and workers’ compensation claims
Ensure accurate and timely submission of time reports to DHQ for processing and oversee accurate approval of departmental time sheets
Upon receipt of payroll reports, review and enter the payroll ledger into payroll system
Review employee medical, life and volunteer benefit costs against enrollment documentation and Salvation Army invoices and enter information into payroll system
Maintain salary worksheets and grant payroll reports to support grant reporting
Assist supervisors with managing approved employee hours and provide salary information to management for overtime, budgets and reporting requirements
Assist with fiscal year-end accruals and review year-end vacation accrual and annual salary increase worksheets
Supervise operations employees and volunteers serving at the St. Joseph Corps
Advise and assist program manager as needed
Respond to personnel questions as appropriate
Conduct annual performance reviews for supervised staff and assist with other reviews as requested
Receive and investigate employee complaints related to operations policy and recommend appropriate responses and actions to the Corps Officer
Receive and assist individuals contacting or visiting The Salvation Army for emergency assistance services
Screen potential clients for immediate emergency assistance needs
Pre-qualify requests for emergency assistance for individuals and families, including determining eligibility through scheduled appointments, interviews, contact with third-party sources, and evaluation and verification of information
Make referrals to other agencies in accordance with Salvation Army guidelines and procedures
Assist clients in completing applications for emergency assistance, commodities, Christmas sign-ups and related services
Track monies spent from grants including Salvation Army designated funds and other emergency assistance funding sources
Maintain an accounting of funds received and distributed through the emergency assistance account using spreadsheets, supporting documentation and MAAC Link
Assist the Corps Officer in preparing annual grant files for submission and maintain required documentation
Submit monthly statistical reports of emergency assistance transactions to the Corps Officer for entry into The Salvation Army Statistical System
Establish and cultivate professional relationships with other helping agencies in the community
Work closely with the case manager and refer appropriate clients to POH
Coordinate and assist with seasonal outreach in collaboration with officers, staff and other agencies
Purge and store case files annually
Refer clients to the Corps Officer when spiritual assistance is requested or appropriate
Complete other assignments as directed by the Corps Officer in support of assisting clients toward self-sufficiency
Maintain the Golden Volunteer database ensuring all kettle sight information is up to date
Provide volunteer reports to kettle coordinator
Input daily income and other needed data for kettle locations