Grant Contracts Manager/Administrative Assistant

Overview

Department: DHQ - Finance Department

Reports to:  Divisional Finance Secretary

Supervises:  N/A

Status:  Nonexempt

Schedule:  Full time, normally 8:30 - 4:00, Monday - Friday, and as needed

Function:  This position is responsible for giving direct support to the Finance Secretary, as well as the Assistant Finance Secretary.  Support includes clerical work as needed, as well as administration of various risk management functions. 

Responsibilities

Duties:

• Handle information for SWONEKY mini-Council, including preparing minutes and processing all related information.  Enter all items from Personnel Mini-Council into CFC minutes. 
• Handle all Command Finance Council minutes, including preparing agenda and processing information discussed in meeting (using CFC Database in Lotus Notes).  Forward action of CFC to the appropriate individuals for notification of approval, denial or to convey questions/concerns of the Council, etc.
• Process to THQ and CFC items that require their review and/or approval, as requested by the Finance Secretary. 
• Coordinate the sharing of information and the processing of insurance claims for SWONEKY Division including:
  • Property
  • Auto
  • General Liability & Property damage 
• Prepare certificate of insurance as required for Christmas Kettles, special events, etc.
• Oversight of on-line Summit Training Program for testing all Salvation Army drivers.
• Review and file reports from Chesterfield and THQ related to various insurance matters.
• Notify Corps of upcoming audit dates and set up new audits on the shared drive, as needed.  Process audits and THQ and the field and follow through until they have been finalized.  Update audit schedule database. 
• Responsible to review and process all applications, proposals, contracts or agreements that Require THQ signature & relate to outside funding, employment proposals, etc.  through the contract database.
• Responsible for Legal Corporate Document Database - including processing all documents that require legal signatures. 
• Responsible to review and process all THQ program grants, inform the field of any changes and send checks, forms and reminders to the field. 
• Conference/Seminar attendance as requested and/or required by TSA to maintain knowledge of benefits, government contract issues, program grant issues or other matters that come under the responsibilities of the administrative assistant. 
• Process power of attorney requests and maintain POA database.
• Process vehicle registrations, titles and license plate renewals. 
• Prepare Booth Management Board and CBMB and process all related material monthly and annually for the Board of Trustees meeting at the time of the ACR.
• Maintain MVR database, including updating current list of drivers from Chesterfield for SWONEKY Division and get new driver profiles for each annually. 
• Maintain inventory files for SWONEKY Officers' quarters, as well as any Corps inventories. Send reminders and update inventory schedule.
• Prepare ACR forms.
• Maintain file of all budgets and update schedule on shared drive.
• Perform any other duties as directed to maintain the smooth operation of the department. 

Qualifications

• High School Diploma plus three years experience
• Proficient knowledge of computers, in particular Lotus Notes, spreadsheet and word processing software
• Knowledge of Salvation Army program grants
• knowledge of various Salvation Army risk management tools & programs 
• Strong knowledge of government contracts 
• Must be self-motivated, highly organized and efficient
• Must maintain a high level of confidentiality. 

All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.

The Salvation Army’s Mission StatementThe 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 of God.Its mission is to preach the gospel of Jesus Christand to meet human needs in His name without discrimination.