Office Coordinator

The Salvation Army Mission Statement:

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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

BASIC PURPOSE

The Office Coordinator supports the day-to-day administrative and financial operations of the office. The position oversees accounts receivable and accounts payable processes which include payment of invoices and tracking of payments. The Office Coordinator maintains accurate financial records through proper GL code assignment, supports the departments and sets the standard for the organizational system of the office,

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Administration

• Coordinate day-to-day office operations to ensure an organized and efficient work environment.
• Produce or draft correspondence such as letters, emails, or statements.
• Send meeting reminders to all Advisory Council members at least one week in advance.
• Take minutes at Advisory Council and other meetings as assigned; prepare and distribute in timely manner.
• Keep Advisory Council Roster updated (home address, business and telephone).
• Create and maintain computer and hard-copy files for all important information such as rosters, email and telephone lists, correspondence and requisitions.
• Maintain all mailing lists for the Ray & Joan Kroc Corps Community Center - Suisun as required.
• Ensure adherence of office policies and procedures.
• Maintain office supplies and purchase as needed.
• Manage the post office to include coordination of bulk mail.
• Retain all motor vehicle registration documents.
• Ensure compliance of current business license posting.
• Support orientation and provide training of new office staff.
• Manage confidential information, including data appropriately.

Accounts Receivable

• Prepare and input invoices timely and accurately.
• Complete the AR Batch Header with proper GL Code allocations.
• Track incoming payments and maintain an Accounts Receivable log.
• Record deposits and ensure proper documentation of payments.
• Send required paperwork to DHQ.
• Follow up on outstanding invoices.

Accounts Payable

• Process vendor invoices and ensure proper GL Coding and approval.
• Request payments for vendors and service providers.
• Maintain accurate accounts payable records.
• Send required paperwork to DHQ.
• Reconcile invoices and resolve discrepancies when necessary.

Financial and Operational Support

• Reconcile expense receipts and mileage log reimbursements.
• Compile and maintain statistical data for the Ray & Joan Kroc Corps Community Center - Suisun. This includes but is not limited to statistical information from all departments, inputting statistics into a computer database, and generating monthly reports.
• Report end of month department statistics to Corps Officers and Center Director.
• Partner with Center Director and Corps Officers to ensure accurate allocation of GL Codes through VIVID.
• Prepare TRec daily reconciliation and transport deposits daily to the bank.
• Reconcile CCMS transactions, prepare deposit, and take to bank.
• Disperse payroll checks.
• Send necessary paperwork to DHQ.

Seasonal

• Assist with seasonal reconciliation and deposit preparation.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

1. Bachelor's degree in a relevant field or equivalent experience preferred.
2. Two or more years of administration/bookkeeping/accounting experience.
3. Demonstrated ability to work without supervision.
4. High attention to detail, consistently reliable follow-through, and meet established deadlines.
5. Strong problem-solving skills.
6. Ability to manage multiple tasks simultaneously.
7. Must have excellent computer skills and experience working with Microsoft Office.
8. May be required to work flexible hours seasonally to include evenings and weekends.
9. Must be self-motivated and self-directed with the ability and desire to take projects from inception to completion.
10. Knowledge of office procedures, policy, organizational structure, and office equipment.
11. Demonstrated knowledge of basic accounting, AP/AR, and records management.

CERTIFICATES, LICENSES, REGISTRATIONS

1. Must possess a valid California Class C Driver License, and ability to drive a Salvation Army vehicle
2. Must be 21 years or older.
3. Must be able to successfully pass a criminal background check to include a DOJ Livescan Fingerprint check.
4. Complete The Salvation Army vehicle course training.

PHYSICAL REQUIREMENTS:

1. Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
2. Ability to grasp, push, and/or pull objects
3. Ability to reach overhead
4. Ability to operate telephone
5. Ability to lift up to 25 lbs. for administrative positions
6. Ability to operate a computer
7. Ability to process written, visual, and/or verbal information
8. Ability to operate basic office equipment and tools PC, Fax Machine, Telephone, Calculator, Copier, Printer.

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 as long as the accommodation needed would not result in undue hardship.