Business Administrator

Job Objective: 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.

Essential Functions:

Administrative

• 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

Human Resources

• 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

Finance

• 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

Property

• 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

Additional Responsibilities

• Other duties as requested by Corps Officers

Minimum Qualifications:

Education: Post-secondary degree in business or management preferred; relevant experience may be considered in lieu of education

Experience: Minimum 2 years' equivalent experience

Certifications/Licenses: None

Skills/Abilities:

• 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
• Hands on knowledge of ADP Vantage HCM and Recruiting Management helpful but not required
• Bilingual (English and Spanish) preferred but not required

Supervisory Responsibility: None

Physical Requirements: Include speaking, hearing and vision ability, and excellent manual dexterity to be able to perform professional communication skills; lifting, pulling, and pushing of materials up to 50 pounds; sitting up to 8 hours per day; bending, squatting, walking, and standing up to 4 hours per day; Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.

Travel: None

Driving: 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.

Working Conditions: Work is performed in a typical office environment. Moderate noise level in business office.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

The Salvation Army Mission: The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.