Office Manager

DEPARTMENT : Renton corps

POSITION TITLE : OFFICE MANAGER

STATUS : Non-Exempt Full Time 40 Hours

REPORTS TO : Corps Officers

SALARY : $ (Hourly)

POSITION SUMMARY

This position assists the corps officer with all business-related matters needed in the daily operations of the local corps and assistance programs.

The Office Manager shall provide direct coordination of all business administration matters of the Family Services / Food Bank and the Corps operations in the areas of office administration, bookkeeping, property and equipment, media support, human resource matters, business contracts, labor, and industry compliance, ensuring FASB compliance and the successful implementation of Salvation Army policies and procedures.

EDUCATION AND WORK EXPERIENCE

At least two years of college education or a minimum of 2 years experience in business administration leadership in a non-profit organization.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

• Knowledge of standardized but moderately complex procedures and operations requiring training and experience
• Skill to apply and ensure enforcement of policies and procedures in business operations
• Excellent interpersonal and communication skills with the public, volunteers, and co-workers in an intercultural environment.
• Capable of organizing and completing duties with minimal supervision.
• Ability to work in a fast-paced environment and maintain poise under pressure
• Excellent telephone skills and etiquette.
• Ability and willingness to maintain confidentiality.
• Must show respect for other employees, associates, and clients.
• Ability to gain (and maintain) approval as a driver of Salvation Army Vehicles in accordance with Risk management protocols
• Hold Washington Driver’s license.
• Must be able to comprehend assignments and meet deadlines.
• Well-organized, multi-tasking, self-motivated, detail-oriented, and flexible.
• Knowledge of filing and record-keeping systems.
• Knowledge of property and equipment maintenance.
• Strong use of the English language in verbal and written communication skills, including spelling and grammar.
• Availability to work overtime during critical seasons (Christmas season).

Strong Computer skills include :

• The ability to operate comfortably within a computerized business environment.
• Working knowledge of Microsoft software. (Access, Excel, Outlook, PowerPoint, Publisher, and Word)
• Working knowledge of integrated database applications and ability to use new software programs with basic training.
• General accounting or bookkeeping knowledge
• Familiar with HR routines, AP workflow system, TSAMM, and general office activities.
• Ability to gather and record information accurately, including meeting minutes.
• Must possess a strong work ethic, demonstrated initiative, and flexibility in meeting the needs of the position in cooperation with all departments.
• Proactive in tackling issues related to the scope of responsibilities providing immediate feedback to supervision on tasks accomplished.
• Strong analytical and research skills.
• Proficient keyboard skills of at least 60 wpm.

ESSENTIAL OFFICE DUTIES AND BUSINESS RESPONSIBILITIES

Social Services is the mainstream of The Salvation Army Renton Corps Operations in Renton.

The Office Manager will support such activities by excelling in the coordination of :

OFFICE ACTIVITIES

• Answer, direct and return phone calls timely.
• Sort, process, and record all incoming mail.
• Prepare outgoing mail to include bulk mailings and mail merges.
• Ensure that all incoming funds are properly recorded and deposited in a timely manner.
• Process monthly Gifts-In-Kind log.
• Maintain office logs.
• Maintain and update contact information.
• Monitor office supplies inventory and order replacement supplies as necessary.
• Prepare general correspondence as requested, including form letters.
• Provide administrative support to Department Heads.
• Communicate with DHQ departments regarding ongoing correspondence and handling of issues.

PROPERTY AND MAINTENANCE

• Track, Facilitate, and Coordinate Facility Maintenance, Upkeep, and Logs
• Track, Facilitate, and Coordinate Vehicle Maintenance Repairs and Logs.
• Property Upkeep and Maintenance of Contracts and Contractors.
• Coordinate the Facility Upkeep and record keeping (Telephones, IT issues, Surveillance Cameras, Fire Alarm Systems in both premises)
• Provide information and requirements to any party interested in renting Salvation Army facilities; maintain accurate records of all rental contracts.

HUMAN RELATIONS

• Provide orientation and training for new employees.
• Maintain and supervise all matters related to employee payroll.
• Track all required employees' annual / monthly training (Driving tests, PTM).
• Maintained personnel records, updated all files, and aided the social services manager in preparing yearly employee reviews.
• Communicate employee benefits in conjunction with the HR Department.
• Update manuals to include policies and procedures for general record keeping and for employee information.
• Assist the Corps Officers with Human Resources matters as directed.
• Responsible for all OSHA (Occupational Safety and Health Administration) information, reporting and recordkeeping.
• Maintain the Corps Monthly schedule of activities updated on board.

ACCOUNTS PAYABLE / RECEIVABLE

• Process all Accounts Payable through the AP Workflow Program.
• Complete all departmental filing.
• Create physical files as needed.
• Process all Accounts Receivables (rental fees, dues from ASP, etc).
• Perform other business functions as needed.

PHYSICAL REQUIREMENTS

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
• Ability to grasp, push, and pull objects such as files and file cabinet drawers and reach overhead
• Ability to operate the telephone in a courteous manner
• Ability to operate a desktop or laptop computer
• Ability to lift up to 25 lbs. (usually file boxes)
• Ability to access and produce information from a computer
• Ability to understand written information

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 is reasonable and no undue hardship would result.

GENERAL INFORMATION

The selected applicant must be able to work in a fast-paced environment with demonstrated ability to juggle, prioritize, and coordinate the business activities of the social services and the corps, seeking supervisory assistance as appropriate.

The Salvation Army will comply with all governmental orders and any contractual obligations relative to COVID-19 safety measures, including mandatory vaccination of staff, if required.

The Salvation Army will consider requests for exemptions from any such requirements on either religious or medical grounds.

A generous benefits package is included with full-time positions : paid holidays, vacation time, sick time, and medical, vision, and dental insurance.

Health Insurance : Low bi-weekly premiums for employee-only coverage, Kaiser HMO for those residing in a Kaiser service area, Anthem EPO / PPO is available for those residing outside a Kaiser service area.

Voluntary +1 and +family coverage at additional cost. Delta Dental DHMO and DPPO dental insurance are offered.

Life and Voluntary Options : An employer-paid life insurance policy covers employees. Voluntary supplemental life, short-term and long-term disability plans are available.

Retirement Plans : Employer-funded Money Purchase Pension Plan (Defined Contribution Plan) 50% vested at five years eligible service time.

Plus, an employee-funded voluntary 403(b) option.

Parental Leave : The benefit is 40 hours of Paid Leave for qualifying events.

Sick Leave : 12 days of Sick Leave annually accruing from day one, eligible for use after three months’ service time.

Paid Vacation :

Two weeks annually, accruing from day one, for non-exempt positions.

Four weeks annually, accruing from day one, for exempt positions.

Accrued vacation is eligible for use after six months’ service time.

Paid Holidays : 13 designated holidays + 1 floating holiday per year

Equal Employment Opportunity Employer. Minorities / Women / Veterans / People with Disabilities.