Office Assistant

OVERVIEW:

The Office Assistant will support the Director of Business and Silicon Valley Administrators.

DUTIES AND RESPONSIBILITIES:

General Accounting

• Support Director of Business in reviewing internal accounting systems across departments
• Process and submit Month-End Financial Reports to DHQ
• Track income and expenses for grants, contracts, and donations
• Enter payroll weekly and assist with payroll processing
• Process accounts payable and ensure proper documentation
• Implement and monitor financial and inventory controls
• Manage and reconcile Petty Cash Fund
• Process and log donations
• Assist with daily, monthly, and annual accounting tasks

Accounts Receivable

• Process and deposit income from all sources; issue and distribute receipts
• Prepare and send income reports to Divisional Finance; allocate funds appropriately
• Ensure all income is handled per policy, including dual staff verification

Accounts Payable

• Process and verify invoices, reimbursements, and financial assistance
• Ensure receipts and approvals are submitted with check requests
• Submit approved expenses to DHQ Finance for timely payment

Volunteer Department

• Maintain volunteer files and update PTM spreadsheet
• Assist with orientations and provide ongoing support to Volunteer Coordinator

General Duties

• Maintain office equipment and shredder schedule
• Perform clerical tasks
• Prepare and send daily mail; monitor postage supply
• Provide administrative support to Silicon Valley Administrators and Director of Business
• Support meetings (e.g., Advisory Board): food, setup, minutes, cleanup
• Assist with calendar scheduling
• Support HR functions
• Organize and manage Angel Tree and Adopt-a-Family programs.
• Other related duties as required

EDUCATION AND EXPERIENCE:

• Valid Driver's License (required)
• Experience in booking, management or relevant field (required)
• Associate degree in accounting, business, or related field (preferred)

SKILLS AND ABILITIES:

• Strong verbal and written communication
• Excellent time management
• Problem & math solving skills
• Solid understanding of accounting principles, financial reporting, and relevant legislation
• Proficient in Microsoft applications, spreadsheets, and databases
• Excellent organizational & planning skills

EQUIPMENT USED:

• Modern Office Equipment and Relevant Software

PHYSICAL REQUIREMENTS:

• Ability to lift up to 25 lbs. (usually file boxes)

ADA Statement:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship would result.

Acknowledgment of Religious Purposes of The Salvation Army

Please note that The Salvation Army has a religious purpose and status as a church. We ask our employees that they do nothing to their relationship with The Salvation Army to undermine its religious mission. Employees must agree and understand that their services are a necessary part of The Army's religious purposes and their work-related conduct must not conflict with, interfere with, or undermine such religious programs or The Army's religious purposes.

At-Will

Any employment relationship with this organization is of an "at-will" nature, which means that an Employee may resign at any time and the Employer may discharge an Employee at any time with or without cause. It is further understood that this "at will" employment relationship may not be changed by any written document or by conduct unless such change is specifically acknowledged in writing by an authorized executive of this organization.