Essential Function

The Office Manager assists the Corps and Childcare Center in daily activities including payment processing,

Child & Family Resources, purchases, accounting, vouchers, social programs, and answering the

phone. The Office Manager is the first point of contact with visitors & parents and works to support the Corps

and childcare events as needed.

Duties and Responsibilities

The duties listed below are the primary duties of this position but are not all the duties that may be required. The Salvation Army reserves the right to change, reduce or expand the duties of this position at any time. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this role.

Specifically, the primary duties are:

Office Management

• Manage all correspondence (voice, fax, mail).
• Maintain accurate Corps records (paper and electronic files; current and archived).
• Coordinate Corps Calendar in conjunction with the Childcare Center & Social Services.
• Cover front office as first point of contact with visitors, clients, and parents of Childcare Center students.
• Keep the front office neat and organized.
• Create and maintain inventory of office products; prepare requisitions as needed.
• Create and maintain inventory of cleaning supplies and paper products for Corps and Childcare Center.
• Coordinate and schedule building maintenance appointments as needed.
• Answer the phones as needed.
• See that the mail is picked up daily and distributed properly.
• Maintain all correspondence with local and regional vendors and inform Corps Officers of needed repairs and costs involved with their upkeep.

Finance/Accounting

• Provide oversight to all financial operations of the Corps and Childcare Center.
• Secure and manage the petty cash fund.
• Analyze financial reports and statements as necessary.
• Make weekly reports to the CO pertaining to critical financial matters and status.
• Watch budget, analyze trends and suggest control measures.
• Manage payments through the Child & Family Resources daily in conjunction with the Childcare Director. Produce monthly reports.
• Keep accurate accounting practices consistent with The Salvation Army Standards for Accounting.
• File all financial documentation as back up to SharePoint for audit purposes.
• Reconciliation
• Enter all ARs, APs and Gifts-in-Kind into SharePoint in a timely manner and coordinate with Regional Bookkeeping and Account Manager
• Assist with Red Kettle Campaign entries into SharePoint.

Human Resources

• Manage and maintain personnel records for all staff and maintain confidentiality.
• Keep updated records on all personnel and their needs for certifications.
• Process employment paperwork for staff as needed in collaboration with DHQ HR.
• Assist with the UKG payroll system in collaboration with DHQ Payroll Manager.
• Gather, with the help of the Daycare Director, and Social Services, and the Corps Officers all statistics and enter into the DHQ system monthly.
• Work with all employees to create and maintain a safe and healthy work environment.

Miscellaneous

• Give weekly and special assignments to janitorial staff.
• Work with Corps Officer(s) and other program leaders to plan and prepare for regular and special programs.
• Collaborate in areas of planning, programming, and presentations of the Corps as assigned by the Corps Officer(s).
• Attend weekly staff meetings.
• Assist the Daycare Director with maintaining the School District Attendance System, providing reports as needed.
• Assist in developing fire drills and emergency lockdown drills.
• Uphold the standards and principles of The Salvation Army mission and ministry.
• Other duties as assigned by the CO that fall within the scope of this position.
• Other duties as assigned.

Qualifications

• Bachelor’s degree in business or related field preferred.
• 1 – 2 years of office management or relevant experience.
• Strong attention to detail, good management, and organizational skills.
• Experience working with financial software preferred.
• Ability to relate professionally with colleagues and the public.
• Proficiency with software/computers required, specifically Word, Excel, Outlook, Teams, SharePoint, and internet research.
• Valid NJ Driver’s License and clean driving record.
• Bilingual Spanish/English or Arabic/English preferred.
• Must understand and support the mission of The Salvation Army.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Relevant: 1 year (Preferred)

Language:

• Spanish or Arabic (Preferred)

License/Certification:

• Driver's License (Preferred)

Ability to Relocate:

• Jersey City, NJ 07304: Relocate before starting work (Required)

Work Location: In person