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The Salvation Army Southern California · 2 months ago

Business Administrator - Alameda County Exempt Full Time

Oakland, CA

Full-time

Onsite

Mid, Senior Level

$69K/yr - $75K/yr

5+ years exp

The Salvation Army Southern California is an evangelical part of the universal Christian Church, dedicated to meeting human needs without discrimination. The Business Administrator will ensure that all accounting procedures for the individual entities in Alameda County adhere to Salvation Army policy, oversee contracts and grants, and manage financial reporting and budgeting.

Non-profit Organization Management

Responsibilities

Responsible for processing all contracts and grants to DHQ for their review and Corporate signatures

Coordinates the return of signed contracts and grants to contractors and grantors for their review and signatures

Forwards originals to DHQ and copies to program Department Heads, after receiving fully executed contracts

Set up contract and grant files and add them to tracking sheet to ensure we are meeting the billing and reporting requirements

Monitors contracts and grants, and attend meetings, as required by Supervisor and Contractors

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

Maintains accounts receivable in an up-to-date and orderly manner

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

Forwards copy of billing to DHQ for posting in Accounts Receivable

Forwards signed billing to contractors and grantors, as per agreements

Reviews accounts receivable account for accuracy

Matches up incoming checks to accounts receivable

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

Maintains accounts payable in an up-to-date and orderly manner

Ensures invoices are coded properly by accounting clerk

Ensures that invoices have the needed approvals

Forward payables to DHQ for processing

Audits vendor statements

Requests payments

Reviews accounts payable aging report to determine problems with vendor files

Works with Department Heads and Staff to make sure purchases and receive required DHQ approvals

Prepares purchase requisitions for large capital expenditures or over limit items, and forward to DHQ for review by Divisional Finance Council

After approval is received, forwards information to Department Heads and Operations Manager as needed

Makes sure that approval is filed and attached to check request

Works with Department Heads to formulate working budgets for their programs

Compiles all program budgets into a format that can be used for review and approval by DHQ and Advisory Board

Forwards budget to DHQ for their approval and input to the computer

Manage 6.1-million-dollar budget

Provides copies of approved budgets to Department Heads

Meets monthly with Department Heads to go over their actual costs to budget

Attends Advisory Board Finance Committee meetings and reviews program actual costs to budget as needed

Assists DHQ in preparing for month and year-end closings

Compiles monthly, quarterly and yearly reports for Department Heads and Finance Committee, contractors and grantors

Assists DHQ in preparation for any audits

Works closely with auditors to answer any questions they may have

Prepares worksheets, as requested, for auditors

Takes auditors to programs for site visits, as requested

Complete key HR functions for all Garden Street Campus programs including recruitment, hiring and onboarding processes, annual increases, payroll change notices, and terminations

Support and advise local program directors in the carrying out of required HR processes

Responsible for all TSAMM entries for Alameda County Command

Provide HR support to the four Alameda County Corps and Corps officers as needed

Provide training to Corps Staff and/or officers in HR related topics as needed

Participate in DHQ HR training, including Open Enrollment, Kettle Season, etc

Act as main point of contact with DHQ HR during employee relations investigations

Works closely with DHQ during periods of internal/ external audits

Supervises the payroll for Garden Street Campus employees

Works with DHQ to train payroll personnel as needed

Reviews payroll transmissions for accuracy and legal compliance

Attends various conferences and finance meetings of government and private non-profit funding organizations as needed

Works closely with Corps Officer and Kettle Coordinator to make sure that Kettle income is handled appropriately

Works with Loomis, Fargo & Co on developing a contract that includes them picking up the Kettle income, counting and depositing it for us by Kettle location and day, then forwarding us a copy of the deposit showing us the income by location

Make sure that this information is entered to The Salvation Army Kettle program in a timely matter

Troubleshoots Kettle income problems

Orders Kettle supplies, as requested by various Kettle Coordinators

Qualification

AccountingBudget ManagementGrant WritingMicrosoft ExcelShelby SoftwareVivid SoftwarePeople SkillsCommunication SkillsOrganizational SkillsConfidentiality

Required

Five or more years' experience in the accounting field in advanced business or accounting position

Must be computer literate and able to work in Microsoft Word, Excel and Outlook or email program with a high level of accuracy and attention to detail

Must be able to understand, follow and receive English written and oral instructions

Ability to speak, read, comprehend, write and communicate effectively in the English language and in a professional manner

Ability to maintain patience and courtesy in dealing with a wide range of people and their needs

Must be well organized, self-motivated, flexible, and possess good people skills

Ability to address multiple projects in a time sensitive manner is essential

Must possess the self-discipline necessary to perform repetitive tasks without lowering quality of work

Must be able to maintain confidentiality

Ability to maintain highest level of security in addressing oral and written communications as well as the filing of correspondence to protect the integrity

Must possess a valid California Class C Driver License, and ability to drive a Salvation Army vehicle

Must be 21 years or older

Complete The Salvation Army vehicle course training

Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis

Specific vision abilities required by this position include color vision

Ability to grasp, push, and/or pull objects

Ability to reach overhead

Ability to operate telephone

Ability to regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds

Ability to operate a computer

Ability to process written, visual, and/or verbal information