Office Manager

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

Child Care

POSITION DESCRIPTION

 

POSITION TITLE:         Office Manager

LOCATION:                   Child Care

REPORTS TO:               Program Director

PAY GRADE:                  407

PAY RANGE:                  $28.20-$33.84

           

OUTCOMES

Prepare vouchers, develop grant budget applications, contracts, budget revisions and budget amendments, track the receipt of funds from funding sources and monitor agency spending in an effort to prevent overspending.  Additionally, the Office Manager functions as a back-up in the areas of payroll, administrative office purchasing, fiscal processes forms distribution, general duties, and manager support.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Oversight of fiscal operations:
2. Assures timely voucher submission to all funding sources, including Certificate and Collaboration vouchers and serves as authorized signature on voucher.
3. Serves as second signature on check requests or as second signature in the absence of project director, including:
   1. Check requests
   2. Bills and invoices
   3. Petty cash
4. Assures adequate funds are available for orders, review reimbursement checks for submission to the finance office.
5. Answers the phone, type thank you letters for donors and responds to general questions as needed.
6. Assists Director with attendance reports and the development of all grant budget applications.
7. Review coding for monthly expenses and money orders to finance office.
8. Collects records and code site money orders for the finance office.
9. Responsible for developing all grant budget applications in collaboration with the Director.
10. Work collaboratively with the Director to develop Child Care budget applications, contracts, budget revisions, and budget amendments.
11. Work collaboratively with the Head Start/Early Head Start Director and Shield of Hope Director in the development of department budget submission (vouchers) funder and the Divisional Finance board.
12. Ensures professional working environment through the maintenance and updating of equipment such as copiers and phone systems in collaboration with the Director.
13. Tracks the receipt of funds from funding sources to assure sound fund balance, prevent overspending, determine when revisions are warranted and informs the Director of any untimely reimbursements. (before September 15th for all Head Start budgets -- final submission date, although extension may be requested.
14. Participates as a member of the Child Care Program Management Team and communicate with staff and contacts including The Divisional Finance Department.
15. Oversees Human Resources operations with support from the Administrative Assistant:
    1. Prepare all personnel actions, including new hires, terminations, status changes, education grants, etc.
    2. Process and track insurance related documents.
    3. Coordinates with all members of the management team to plan, support and monitor all programs of The Salvation Army Child Care Programs.
    4. Assists with budget review. Makes appropriate suggestions for expenditures and/or changes.
16. Assists with developing and maintaining good staff relationships.
17. Keeps abreast of fiscal and personnel practices and demonstrates professional growth and improvement through:
    1. Identification of own training needs.
    2. Participation in training sessions.
    3. Enrollment in workshop/college courses.
18. Reading professional.
19. Adhere to all Human Resources policies.
20. All other duties as assigned.

REPORTING RELATIONSHIPS

This position reports to the Program Director.

This positon supervises the administrative staff.

In contacts related to this position’s duties,