Washougal Community Center Director / Operations Administrator

POSITION TITLE: Washougal Community Center Director / Operations Administrator

SUPERVISOR: Washougal Employee-in-Charge / Envoy

STATUS: Regular Full-time; Exempt

*An Internal Candidate has been identified*

GENERAL STATEMENT:

The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is the spiritual regeneration of all people.

SCOPE OF POSITION:

Under the guidance of the Washougal Envoy, the Washougal Community Center Director / Operations Administrator is responsible for managing the Washougal Social Services program, the Corps' business functions, administering aspects of the site’s Human Resources functions, community relations, assigned fundraising events, and networking. Responsible for all Youth Programming at the Washougal Corps as well as other assigned programming responsibilities.

Social Services

• Manage the various community services at the Corps.
• Supervise the Social Services Coordinator and social services volunteers.
• Responsible for setting and enforcing Washougal social services policies and procedures that comply with Salvation Army best practices and Northwest Divisional directives.
• Answer questions on social services policy issues, evaluating real-world circumstances, and exercising discretion to determine the best course of action.
• Plan dates for Seasonal Assistance Distribution Programs and map out plans for their execution from intake through distribution.
• Determine the default per-client spending limits for rent and utilities assistance based on the annual assistance budget. Exercise discretion when the Social Services Coordinator requests approval for exceptions.
• Ensure that social services record-keeping and data entry are being performed regularly and correctly by the Social Services Coordinator. Provide guidance on case management data entry in special or unusual situations, using the current program, WellSky.
• In charge of maintaining social services contracts and certificates of insurance (COI) documents up-to-date and creating social services TSAMM agenda items when needed.
• Compile and submit reports as needed for NW Divisional Headquarters (DHQ) and other entities that require them, such as the Clark County Food Bank. Analyze data to determine the effectiveness of services and make decisions about changes to services or procedures moving forward.
• Create, update, and/or print forms and flyers for the social services program. Ensure that the Social Services Coordinator has the resources necessary to perform their job properly.
• Manage the Angel Tree program, including configuring the TSAMM Angel Tree system and troubleshooting throughout the season, setting parameters for intake and qualification, creating and providing tools to communicate our services, setting up a framework for donors to adopt Angels, and organizing the sorting and distribution process.
• Act as Administrative and Operations Lead for the Washougal Severe Weather Shelter. Develop the shelter operations manual and make amendments as needed in alignment with NW Divisional Social Services. Set up systems for volunteer staffing of the shelter. Ensure that protocols are being followed, record keeping is being carried out, and all necessary equipment and supplies are available when needed.
• Responsible for ensuring that all volunteers have passed Salvation Army background checks, received appropriate training, and are following volunteer guidelines. Develop and update the volunteer handbook and the day center behavioral guidelines.
• In the absence of Corps Officers, the Corps Assistant is responsible for the smooth and safe operations of the social services office/day center.

Program

• In charge of Youth Programming for the Washougal Corps.
• Responsible for planning weekly children’s Sunday School lessons, currently using the Orange curriculum.
  • Has the freedom to be creative and choose lesson concepts that are engaging and imaginative,
  • Responsible for downloading curriculum materials,
  • Responsible for securing and preparing supplies and lesson materials for weekly children’s Sunday School lessons,
  • Responsible for setting up weekly video lesson presentations in PowerPoint,
  • Supervises the recruitment and scheduling of children’s Sunday School teachers.
• In charge of the weekly Adult Sunday School program.
  • Includes scheduling of series and downloading materials,
  • Editing lesson materials in Microsoft Publisher and Canva,
  • Uploading lesson videos to YouTube,
  • Creating weblinks and QR codes with tools such as tinyurl.com and Canva,
  • Creating information cards with scannable links for each series,
  • Printing multiple-page handouts for each lesson,
  • Setting up weekly video lesson presentations in PowerPoint.
  • Compiling all the information to share with the leader of the program.
• In charge of Youth Group, Junior Youth Group, and Family Fellowship Programming
  • Plan creative and engaging events for the church calendar for each group. Creative freedom is given to come up with new ideas and concepts, and the use of imagination.
• Coordinate Summer Camp participation. Recruit campers, communicate with parents and with the camp, handle applications and paperwork, and coordinate transportation.
• Work with Corps Officer on various other programming duties as assigned.

Development

Community and Donor Relations

• Work with Corps Officers regarding donations, donor records, and donor communications.
• Develop relationships in the community and serve as a representative for Corps Officers when needed and assigned.
• Coordinate Salvation Army participation in community events such as parades, harvest festivals, etc.
• Coordinate with the NW Divisional Development department and Communications team to manage local public relations and social media presence in the community. Communicate with local media outlets. Post information to boost awareness and communicate the needs of potential donors.
• Responsible for the communication and administrative needs of the Advisory Board. Work with Corps Officers on Advisory Board development and recruitment.

Fundraising Events/Christmas Effort

• Act as Communications Coordinator for fundraising events, in charge of development, advertising, media contacts, and related collaboration with NW Divisional Development/Communications on media and public relations, and ticket sales, in alignment with goals and direction by Corps leadership and in collaboration, as needed, with NW Division Development.
• Manage the financial and records aspects of large fundraising events, such as bookkeeping, money collection, event software, inventory processing, and communication with the NW Divisional Finance Department.
• Work with Corps Officers on various other logistical and managerial tasks necessary to the successful planning and operation of large fundraising events.
• Solicit area businesses, service clubs, organizations, and legacy volunteers for volunteer bell ringing, participation in Angel Tree, food drives, and other Christmas fundraising efforts.
• Schedule and coordinate volunteers for bellringing during the Christmas Kettle fundraising season.
• Recruit and train volunteer Kettle drivers for the Kettle fundraising season.
• Organize and execute the Christmas Toy Drive.
• Organize and execute various Christmas development and/or fundraising events in partnership with or as instructed by the Corps Officers.
• Serve as Co-Kettle Coordinator with the Corps Officer.
• Closely monitor daily Kettle results and make adjustments in scheduling to maximize profitability.
• Assist with daily Kettle counting and enter Kettle income into the Kettle software daily.
• Follow all Kettle-related and fundraising policies.

Administration

Business / Financial – Corps Administration and Supervision

• Work with the Corps Officer to prepare the annual budget.
• Review monthly budget reports and communicate with the NW Divisional Finance Department about budget issues.
• Set up new vendors for payment with the NW Divisional Finance Department. Process local bills and invoices for payment in the current system, Finance Web. Access the Shelby program, as needed, for invoices and vendor inquiries.
• Ensure that Corps mail is collected regularly and processed correctly.
• Ensure that cash and checks are handled properly per Salvation Army policy. Make sure deposits are made within Salvation Army guidelines and all income documentation is processed as required.
• Process Donor Receipt Logs and send white mail checks to Deluxe.
• Responsible for gift-in-kind (GIK) reports and Gift Card Logs.
• Responsible for monthly NSS statistical reporting – all forms except 00-Corps.
• Responsible for submitting proposals in TSAMM for upcoming projects as needed.
• Responsible for communicating with DHQ Finance and Business Departments as needed for instruction and clarification during performance of job duties.

Human Resources - Corps Administration and Supervision

Responsible for all issues of local HR administration, which include such duties that can be generally defined but not limited to the following list. This position has direct authority to make decisions in these matters, and significant weight is given to recommendations made regarding personnel issues.

• Responsible for the full cycle of recruiting, hiring, selection, onboarding, and training for seasonal Kettle workers.
  • Advertise and recruit for seasonal Kettle workers, within the guidelines of The Salvation Army.
  • Communicate and set up interviews with potential seasonal Kettle workers.
  • Select, ensure approval for hire, orient, and onboard seasonal Kettle workers.
  • Navigate the new hire onboarding process with the NW Divisional HR contact for regular hires (utilizing UKG, TSAMM, and other systems as needed).
• Provide recommendations for optimal scheduling of seasonal Kettle workers to the Corps Officer. Set up weekly and daily work schedules for Kettle drivers and Kettle workers during kettle season.
• Evaluate seasonal employees' productivity and efficiency for the purposes of scheduling.
• Deliver appropriate employee corrective actions for seasonal Kettle workers when necessary and in coordination with Divisional Human Resources.
• Monitor communications, including phone calls, from seasonal Kettle workers 24/7 during kettle season. Respond to cancelled shifts by finding replacement Kettle workers.
• Communicate emergencies or anomalies to Kettle drivers, Kettle workers, and other Kettle supervisors.
• Directly supervise all seasonal Kettle employees and volunteers. Be responsible for decision making for off-site issues and problems, and dispatching drivers as needed to resolve issues.
• Process and file employment forms and paperwork in compliance with state, federal, and Salvation Army requirements.
• Communicate with the NW Divisional Payroll Department on employee payment issues. Check Kettle Worker hours and export hours from Kettle software to the Payroll Department.
• Set up new drivers with NW Divisional HR and maintain ongoing training and documentation records for existing drivers.
• Set up new volunteers with the NW Divisional HR following Protect the Mission (PTM) protocol, Salvation Army background check procedures, and volunteer guidelines.
• Ensure that the PTM program is being carried out. Coordinate in-person training sessions as needed, coordinate ongoing online training, conduct PTM interviews, PTM reference checks, maintain confidential PTM files, and all other PTM compliance requirements.

EDUCATION AND WORK EXPERIENCE:

• College degree preferred in social services or related field, preferred; high school diploma or GED required
• Minimum of ten years of experience in Social Services work and/or the Business field

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Detail oriented
• Self-starter
• Team player
• Ability to work with diverse groups of people
• Strong use of the English language in verbal and written communication
• Excellent telephone skills
• Ability to work in a fast-paced environment and maintain poise under pressure
• Customer service mindset
• General accounting or bookkeeping knowledge
• Strong analytical and research skills
• Proficient typing skills (60 words per minute)
• General knowledge of business protocols
• Ability and willingness to keep information confidential

SOFTWARE-RELATED SKILLS:

• Microsoft Office Suite: Word and Excel required; PowerPoint is helpful
• Working knowledge of integrated database applications and the ability to use new software programs with basic training.

PHYSICAL REQUIREMENTS:

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
• Ability to operate the telephone
• Ability to operate a desktop or laptop computer

• Ability to lift up to 25 lbs. (usually file boxes)
• Ability to access and produce information from a computer
• Ability to understand written information

Working Conditions:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomfort associated without noise, dust, dirt and similar.

Work Schedule / Location:

Tuesday – Sunday / 40 Hours per week / In-person at The Salvation Army Washougal Corps. Remote work approximately one day per week.

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 meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

The Salvation Army is an Equal Opportunity Employer and committed to providing a respectful environment for all applicants and employees that is free from unlawful discrimination or harassment based on age, race, color, religion, sex, national origin, marital status, disability, citizenship, sexual orientation, gender identity, gender expression, or any other characteristic protected by law. Such equal opportunity for employment will apply to recruitment and hiring, training, promotion, salaries and other compensation, transfers and layoffs or termination.

“The Salvation Army will comply with all governmental orders and any contractual obligations relative to COVID-19 safety measures, including mandatory vaccination of staff, if required. The Salvation Army will consider requests for exemptions from any such requirements on either religious or medical grounds.”

A generous benefits package is included with full-time positions: paid holidays, vacation time, sick time, and medical, vision, and dental insurance.

Health Insurance: Low bi-weekly premiums for employee-only coverage, Kaiser HMO for those residing in a Kaiser service area, Anthem EPO/PPO is available for those residing outside a Kaiser service area. Voluntary 1 and family coverage at additional cost. Delta Dental DHMO and DPPO dental insurance are offered.

Life and Voluntary Options: An employer-paid life insurance policy covers employees. Voluntary supplemental life, short-term and long-term disability plans are available.

Retirement Plans: Employer-funded Money Purchase Pension Plan (Defined Contribution Plan) 50% vested at five years eligible service time. Plus, an employee-funded voluntary 403(b) option.

Parental Leave: The benefit is 40 hours of Paid Leave for qualifying events.

Sick Leave: 12 days of Sick Leave annually accruing from day one, eligible for use after three months’ service time.

Paid Vacation:

Two weeks annually, accruing from day one, for non-exempt positions.
Four weeks annually, accruing from day one, for exempt positions.
Accrued vacation is eligible for use after six months’ service time.

Paid Holidays: 13 designated holidays 1 floating holiday per year

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.