Business Administrator

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.

 

1. BASIC PURPOSE

To ensure that all accounting procedures for the individual entities in San Joaquin County adhere to Salvation Army policy and that normal accounting standards are followed.

 

1. ESSENTIAL DUTIES AND RESPONSIBILITIES

      CONTRACTS AND GRANTS FOR Tracy Shelter and Stockton Corps (DHQ SUBMISSION)

1. Responsible for processing all contracts and grants to DHQ for their review and Corporate signatures.
   1. Coordinates the return of signed contracts and grants to contractors and grantors for their review and signatures.
   2. Forwards originals to DHQ and copies to program Department Heads, after receiving fully executed contracts.
   3. Set up contract and grant files and add them to tracking sheet to ensure we are meeting the billing and reporting requirements.
2. Monitors contracts and grants, and attend meetings, as required by Supervisor and Contractors.
3. Coordinates contract and grant activities, including Grant Writing, with Department Heads, Community Relations Coordinator and outside grant writer to make sure all grants are done.

 

ACCOUNTING AND FINANCE

1. Account Receivables:  Maintains accounts receivable in an up-to-date and orderly manner.
   1. Compiles monthly, quarterly or yearly Income & Expense reports into a billing format by how the contractors or grantors want to see them. Makes sure that the information is documented on how this billing was calculated.
   2. Forwards copy of billing to DHQ for posting in Accounts Receivable.
   3. Forwards signed billing to contractors and grantors, as per agreements.
   4. Reviews accounts receivable account for accuracy.
   5. Matches up incoming checks to accounts receivable.
   6. Cash Receipts: Maintain cash receipts in an up-to-date and orderly manner.
      • Ensures cash receipts are coded properly by accounting clerk.
      • Ensures that cash receipts have been given a receipt number.
      • Ensures that cash receipts are batched and forwarded to DHQ for processing.
      • Processes bad checks and advise Department Heads that a check has been returned.

 

1. Account Payables: Maintains accounts payable in an up-to-date and orderly manner.
   1. Ensures invoices are coded properly by accounting clerk.
   2. Ensures that invoices have the needed approvals.
   3. Forward payables to DHQ for processing.
   4. Audits vendor statements.
   5. Requests payments.
   6. Reviews accounts payable aging report to determine problems with vendor files.

 

1. Purchasing:
   1. Works with Department Heads and Operations Manager to make sure purchases and receive required DHQ approvals.
   2. Prepares purchase requisitions for large capital expenditures or over limit items, and forward to DHQ for review by Divisional Finance Council.
   3. After approval is received, forwards information to Department Heads and Operations Manager as needed.
   4. Makes sure that approval is filed and attached to check request.

 

1. Budgets:
   1. Works with Department Heads to formulate working budgets for their programs.
   2. Compiles all program budgets into a format that can be used for review and approval by DHQ and Advisory Board.
   3. Forwards budget to DHQ for their approval and input to the computer.
   4. Manage 6.1-million-dollar budget.
   5. Provides copies of approved budgets to Department Heads.
   6. Meets monthly with Department Heads to go over their actual costs to budget.
   7. Attends Advisory Board Finance Committee meetings and reviews program actual costs to budget.

 

1. Reports:
   1. Assists DHQ in preparing for month and year-end closings.
   2. Compiles monthly, quarterly and yearly reports for Department Heads and Finance Committee, contractors and grantors.

 

1. Audits: Internal, external, & contractor auditors:
   1. Assists DHQ in preparation for any audits.
   2. Works closely with auditors to answer any questions they may have.
   3. Prepares worksheets, as requested, for auditors.
   4. Ta