Business Administrator - Alameda County Exempt Full Time

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.

BASIC PURPOSE

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

ESSENTIAL DUTIES AND RESPONSIBILITIES

CONTRACTS AND GRANTS FOR Alameda County (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 Staff 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 as needed.
   
   
   
   

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. Takes auditors to programs for site visits, as requested.
   
   
   
   

Human Resources

1. Complete key HR functions for all Garden Street Campus programs including recruitment, hiring and onboarding processes, annual increases, payroll change notices, and terminations.
2. Support and advise local program directors in the carrying out of required HR processes.
3. Responsible for all TSAMM entries for Alameda County Command
4. Provide HR support to the four Alameda County Corps and Corps officers as needed.
5. Provide training to Corps Staff and/or officers in HR related topics as needed.
6. Participate in DHQ HR training, including Open Enrollment, Kettle Season, etc.
7. Act as main point of contact with DHQ HR during employee relations investigations.
8. Works closely with DHQ during periods of internal/ external audits.
9. Other related duties as assigned by DSAC or Garden Campus Coordinator

PAYROLL

1. Supervises the payroll for Garden Street Campus employees.
2. Works with DHQ to train payroll personnel as needed.
3. Reviews payroll transmissions for accuracy and legal compliance.

AGENCY REPRESENTATION (as necessary)

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

CHRISTMAS PROJECT

Kettles: Work closely with Corps Officer and Kettle Coordinator to make sure that Kettle income is handled appropriately:

1. 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.
2. Make sure that this information is entered to The Salvation Army Kettle program in a timely matter.
3. Troubleshoots Kettle income problems.
4. Orders Kettle supplies, as requested by various Kettle Coordinators.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

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   1. Bachelor's degree or Accounting preferred. Bachelor's degree other concentration acceptable.
   2. Five or more years' experience in the accounting field in advanced business or accounting position.
   3. 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.
   4. Experience with Shelby and Vivid software preferred.
   5. Must be able to understand, follow and receive English written and oral instructions.
   6. Ability to speak, read, comprehend, write and communicate effectively in the English language and in a professional manner.
   7. Ability to maintain patience and courtesy in dealing with a wide range of people and their needs.
   8. Must be well organized, self-motivated, flexible, and possess good people skills.
   9. Ability to address multiple projects in a time sensitive manner is essential.
   10. Must possess the self-discipline necessary to perform repetitive tasks without lowering quality of work.
   11. Must be able to maintain confidentiality.
   12. Ability to maintain highest level of security in addressing oral and written communications as well as the filing of correspondence to protect the integrity.
   13. Must possess a valid California Class C Driver License, and ability to drive a Salvation Army vehicle
   14. Must be 21 years or older
   15. Authorize The Salvation Army to add name to the CA DMV Pull Notice Program
   16. Complete The Salvation Army vehicle course training
   
   
   
   

PHYSICAL REQUIREMENTS:

• 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.
  
  
  
  

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 would not result in undue hardship.