Business Administrator

THE SALVATION ARMY

North and Central Illinois Division

JOB DESCRIPTION

JOB TITLE: Business Administrator

LOCATION/DEPT: Freeport Corps, Freeport IL

REPORTS TO: Corps Officer(s)

PEOPLE MANAGER: Yes - Community Volunteers, POH Case Manager, Food Pantry Specialist & Food Pantry Coordinator

FLSA CATEGORY: Exempt, Full Time

PAY GRADE: 406

PAY RATE: $48,138 - $57,766 Annual

WHO WE ARE

At The Salvation Army, we are dedicated to "Doing the Most Good". We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for youth after school and on the weekends, achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

The Business Administrator is a senior leadership support role responsible for the day-to-day business and operational functions of the Freeport Corps. Working closely with the Corps Officers, this role provides leadership in finance, human resources, grants administration, facilities/risk management, and administrative systems. The Business Administrator ensures that all Corps programs operate efficiently, remain mission-focused, and comply with Salvation Army policies and all applicable laws and regulations.

The position collaborates regularly with others to maintain strong internal controls, accountability, and timely reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides oversight and coordination of all business functions including Administration, Human Resources, Accounting and Social Services incorporating food logistics.
• Ensure compliance with policies, divisional directives, and federal/state/local regulations.
• Maintain required documentation, records, policies and operational reports.
• Manage the financial controls to include daily receipts, AP/AR, monthly analysis, annual budget and reporting needs of the local unit.
• Consult with Corps Officer(s) regarding program needs and related budget requirements. Prepare, administer, and analyze department and program budgets with relevant individuals.
• Assume responsibility and leadership for the on-going development of staff and volunteers as it relates to their specific job function.
• In coordination with Human Resources, support all hiring processes, timecard compliance, onboarding, training, coordination and personnel documentation. Maintain personnel files and ensure timely submission of documents.
• Provide consistent training, compliance, performance documentation and corrective action procedures as required. Support your local Officer(s) with the same needs.
• Coordinate major purchases and facilities projects, including bids, approvals and payments.
• Ensure compliance with safety mandates, OSHA, licensing and health standards, participate in routine inspections.
• Report insurance claims promptly and maintain supportive documentation.
• Prepare board materials including Agendas, Minutes, rosters and written reports.
• Support community relation efforts in coordination with Corps Officer(s).
• Assist in the planning and preparation of special events and seasonal operations.
• Support annual Christmas operations, including kettle needs, income tracking and seasonal drives.

Administrative Expectations

• Successfully satisfy the training requirements associated to the position and as required by The Salvation Army.

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

Education:

• Bachelor's level degree in a related field highly encouraged, significant experience may be considered in lieu of.

Experience:

This individual must be able to manage the varied demands of working independently within the expectations of the position. Three to five years of experience of working with others in related functions. The ability to remain confidential and work in coordination with others is essential. Previous experience leading and managing others is highly encouraged.

Experience in business administration, finance, facilities/operations management, and/or Human Resources required. Experience in grant management, payroll and board committee preparation preferred.

Skills/Abilities

• Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills and work as a cooperative team member.
• Close attention to detail and a high level of confidentiality
• Ability to multi-task several projects concurrently
• Must have an interest and ability to work with people of diverse racial, ethnic, and socio-economic backgrounds in a sensitive and culturally appropriate manner.
• Ability to establish and implement policies and procedures.
• Demonstrated awareness of budget resources and cost control, as well as planning and administering budgets.
• Proficiency in computer software applications, including demonstrated experience in using email, MS Office applications.

JOB LIMITATIONS

• This individual will only commit resources of The Salvation Army that have been allocated or approved.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position. The individual will keep the designated Supervisor informed of all critical issues relating to their area of responsibility.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position may be required to do light to moderate physical work. Sometimes heavier.
• To successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment including a PC and potentially make public presentations/interactions.
• The work environment for this position includes an office environment with a low to moderate noise level.
• This individual must be able to travel to meet the needs of the position. A valid MVR is required.

REPORTING RELATIONSHIPS

• This position reports to the local Corps Officer(s).
• In context related to this position's duties, this individual will interact with a wide range of contacts both internal and external. In these contacts he/she will act as a representative of The Salvation Army and its mission.

COMPETENCIES

• Maintain a positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors.
• Resolve conflicts in a positive manner.
• Treat staff, clients, and visitors with courtesy.
• Respect others' property and persons.
• Use professional and appropriate communication to and about co-workers, supervisors and subordinates.
• Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

PERFORMANCE MEASURES

• This individual will be evaluated on how effectively the outcomes of this position are achieved. Timeliness and accuracy of accomplishing assigned goals will be reviewed. An evaluation of how effective service is provided. Performance will also be determined by outcome information provided during weekly staff meetings and monthly reports.

POSITION LIMITATIONS

• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.