Business Administrator

Job Objective:  The Business Administrator position exists to enhance the ministry of The Salvation Army serving Shawnee County by assuring that the business practices of the Topeka Corps are conducted in an efficient and effective manner in line with Salvation Army policy and procedures and according to the laws of government entities with jurisdiction.

 

Essential Functions:

Administrative

• Perform clerical functions including, but not limited to, maintaining Corps records and inventory, answering, and directing phone calls, managing correspondence as requested, and managing internal and external mail
• Supervise the pickup and process of mail and package deliveries
• Using computer, copy equipment, facsimile and other general office equipment provide data entry, typing and general clerical support
• Attend and prepare Advisory Council and Corps Council meeting agendas including supporting materials; send meeting notices to members; record meeting minutes and forward to DHQ monthly
• Assist with seasonal and special activities as assigned
• Compile records and prepare reports and statistics as assigned
• Working with other department heads attempt to discern community needs and make recommendations to Corps Officers for improvement in services to the community
• Manage volunteer and donor correspondence
• Encourage a positive work environment by conducting oneself in a manner that fosters healthy relationships with co-workers, supervisor, and visitors
• ADP approvals for department heads in the absence of the Corps officer 

Human Resources

• Manage employment, change of status and termination processes at the Corps level with the support of the appropriate department head
• Maintain employee files
• Review & track employee time off requests
• Advise supervisors monthly employees’ birthdays
• Report and track all workman’s comp injury claims
• Assist with incident reports and claims
• Assist with ongoing workman comp medical reports to DHQ
• Keep employee records regarding claims
• Receive and investigate complaints from employees who are dissatisfied with TSA operations policy and recommend best response and action to the Corps Officers
• Coordinate and assist the Corps Officer(s) in leading monthly staff meetings
• Attending community meetings as requested by Corps Officer or as appropriate
• Assume responsibility and leadership for the on-going development of assigned staff as it relates to their specific job functions
• Make recommendations to the Corps Officers concerning attendance of staff at local workshops or other staff development opportunities
• Provide ADP approvals as assigned by Corps Officer
• Process paperwork for disciplinary actions. Monitor any corrective action plans in consultation with the employee’s department head and the Corps Officers
• Serve as a Safe from Harm Coordinator for the Topeka Campus
• Help ensure all staff are trained and in compliance with Safe from Harm

Finance

• Responsible for management of all Corps budgets
• Assist with grant applications as requested
• Maintain grant files, and assure compliance and timely submissions.
• Assist with grant reviews by outside agency as required
• Coordinate with DHQ Finance to prepare monthly TSA finance reports
• Prepare invoices, ensuring proper coding and delivery to DHQ CAC on an established regular basis
• Perform all banking transactions according to policies and procedures
• Prepare and deliver weekly bank deposits, sharing details with DHQ CAC in a routine and timely manner
• Monitor revenues and expenses as compared to budget; investigate significant variances and make recommendations to program supervisors and the corps officers if changes need to be made
• Monitor accounts payable to assure timely payment of all invoices
• Monitor cash flow; utilize cash reserves as needed
• Review invoices and checks for proper documentation and authorizations before sending them to the Corps Accounting Clerk (CAC)
• Work with DHQ Corps Accounting Center to respond to