Under minimal supervision from Corps Officers the Administrative Manager is responsible for all human resource functions for the corps. Provides direct supervision of clerical staff and temporary administrative employees, and supports department directors to ensure programs are running efficiently. Keeps Corps Officers informed of all aspects of each department as directed.
• Must become knowledgeable of all Salvation Army programming.
• Become completely familiar with Salvation Army Employee Handbook.
• Must stay up to date on internal and external HR procedures and rules
• Manage all files in administrative department, ensuring all personnel files are keep up-to-date and confidential.
• Keep Corps Officers informed of all aspects of each department, as directed
• Assist all department heads to ensure that TSA mission is accomplished and job duties are done.
• Be familiar with all job descriptions and update when needed and/or directed by officers.
• Responsible for posting/advertising of all job openings and other paperwork related to new hires.
• Involved in interview process of new employees. Recommend candidates to Corps Officers.
• Ensure that new employees have all the resources needed to succeed in their job.
• Responsible to see that all employees are trained in “Safe from Harm” procedures
• Handle disciplinary actions as needed, providing proper documentation for all incidents.
• Assist employees with insurance claims in conjunction with Salvation Army insurance representatives.
• Responsible to update corps inventory in conjunction with department heads and maintenance supervisor as items are added, deleted or moved.
• Maintain key box including checking in and out of keys and along with a list of who has keys.
• Maintain list of who has credit cards including checking in and out of non-assigned cards.
• Responsible for maintaining and assigning alarm codes in conjunction with the alarm company and maintaining a list of who has codes.
• Responsible for the checking in and out of the corps camera, display boards and SA tablecloth.
• Proof reading responsibilities for printed correspondence, newsletters, corps forms, flyers, etc.
• Create and maintain yearly planning calendar and update as needed.
• Responsible for the coordination and preparation of advisory board meeting agendas, staff meeting agendas and other meetings as directed by the Corps Officers.
• Responsible to notify appropriate advisory board members of meetings and handle correspondence.
• Attend advisory board meeting and take minutes as instructed. Minutes to be completed and distributed within 48 hours.
• Assist in updating and maintaining the corps website.
• Assist department heads with the coordination of special events and fundraisers.
• Work in conjunction with Disaster Services Coordinator in handling disasters and developing the program.
• Act as primary contact for other organizations located within The Salvation Army facility, filling requests and maintaining positive relationships. Work with organizations leasing/renting corps space; acquiring statistics and necessary information as needed.
• Work in conjunction with Corps Officers, bookkeeper and maintenance to handle all outside rentals, including: rental contract, collecting fees, arranging janitorial and sound room personnel. Ensure that proper payment has been made.
• In conjunction with the Community Youth Center Director, ensure all community center staff have current CPR and First Aid certificates and perform fire/tornado drills.
• Responsible to assist in coverage or find appropriate coverage for receptionist during breaks, lunch, vacations, etc.
• Ensure that voice mail messages are clear and kept up to date
• Ensure that files for other departments are maintained per audit requirements and Salvation Army guidelines for filing and retention.
• Work with bookkeeper to maintain payroll records and back up as needed.
• Assist bookkeeper with appeal thank you letters and Wisdom data base.
• Perform other duties as assigned.
Special Duties Assigned based on Individual (Seasonal)
• Assist bookkeeper in organizing, coordinating and supervising kettle counting process, including equipment, volunteer hours, tracking funds raised by location, transporting funds (Brinks), banking procedures, etc.
• Responsible for Christmas income and expense reporting per Salvation Army guidelines.
Education / Experience:
• College degree in related field and/or 3+ years office management experience required.
• Prefer management and HR experience with paid or volunteer staff.
Licenses / Certifications:
• Must have valid Indiana driver’s license and a good driving record.
Skills / Abilities:
• Must be able to adhere to The Salvation Army Mission Statement
• Maintain current knowledge of Salvation Army rules, regulations, requirements and restrictions as they apply to staff positions.
• Must be able to take the initiative (self motivated) to get jobs done within SA guidelines.
• Must be detailed, highly organized, able to multi-task and maintain confidentially as necessary.
• Work ethic and level of integrity must be of the highest quality
• Ability to maintain composure when under stress, effectively organize work, meet deadlines and work independently with little direction.
• Have excellent communication and written skills with the ability to speak, write and understand English in a manner sufficient for effective communication.
• Ability to problem solve and train others effectively.
• Must be a team player and able to work with, motivate and encourage others using tact, patience and courtesy
• Have experience and working knowledge of Windows OS and Microsoft programs including: Word, Power Point, Publisher and Excel.
• Strong mathematical skills
• Good data entry skills
• Ability to use standard office equipment such as calculator, computer, copier, scanner, fax, etc.
• Able to be bonded
• Responsible to supervise bookkeeper / accounting clerk and receptionist
• Assist in supervising volunteer kettle counters or other volunteers as needed or requested.
The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.
• Good speaking, hearing and vision ability and excellent manual dexterity.
• Lifting, pulling and pushing of materials up to 25 pounds
• Requires bending, squatting and walking
• May stand or sit for extended periods
• Work with frequent interruptions