Office Manager and Emergency Assistance Case Worker

Job Objective: To support 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 case work to individuals and families.

Essential Functions:

Office Manager Duties

General Administration

• 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

Finance, Grants and Property

• 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

Human Resources

• 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

Payroll

• 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

Staff Supervision

• 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

Emergency Assistance Case Worker Duties

• 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

Christmas

• 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

Minimum Qualifications:

Education: 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.

Experience: 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.

Certifications/Licenses: Must complete The Salvation Army's Caseworker Certification Program within 90 days of assuming case worker responsibilities.

Skills/Abilities:

• 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

Supervisory Responsibility: Operations employees, volunteers, and others as deemed appropriate by the Corps Officer

Physical Requirements: Include speaking, hearing and vision ability; manual dexterity; lifting, pulling and pushing materials up to 50 pounds; bending, squatting, walking and standing; and extended periods of sitting while performing office and case work functions. Reasonable accommodation may be made to enable individuals to perform the essential functions.

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 primarily in a typical office environment and includes regular interaction with employees, volunteers, clients and members of the public.

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.