The Salvation Army - Central Territory

  • Accounts Payable/Processing Clerk//Child Care/Chicago

    Job Locations US-IL-Chicago
    Job ID
    2018-7468
    # of Openings
    1
    Category
    Administrative
    Type
    Regular Full-Time
  • Overview

    DOING THE MOST GOOD

     

    Do you want to use your skills and talents to make a lasting difference in the world?  The Salvation Army is the fourth largest charity in the United States and is an international organization based on Biblical principles created to help people in need.  We are mission-driven, diverse, collaborative, and focused on positive results for people. Join us in making a difference.

     

     

    POSITION TITLE:    Accounts Payable/Processing Clerk

     

    LOCATION/DEPT:    Child Care

     

    REPORTS TO:          Office Manager

     

    FLSA CATEGORY:    Non-Exempt

     

    STATUS TYPE:        Regular Full-Time

     

    OUTCOMES  

    Under the supervision of the Office Manager, process Child Care Applications for all full day sites, processes bills for payment, prepares monthly in-kind, balances bus pass report, and maintains property equipment tracking documentation, answers phones, and purchase records. Additionally, the Accounts Payable/ Processing Clerk functions as the back-up in the areas of payroll, administrative office purchasing, general office duties, and manager support.

    Responsibilities

    1. Bill Payment
      1. Validates expenditures – attaches signed delivery receipt.
      2. Resolves questions about bill payment, upon request by vendors.
      3. Records dates of payment on purchase log.
      4. Ensures timely payment of regular monthly bills, such as rent.
      5. Prepares check requests.
      6. Codes each expense by program being charged.
      7. Codes each expense by relevant budget category.
      8. Obtains check request approvals.
      9. Ensures that necessary copies of documentation are made.
      10. Records check information on check request.
      11. Distributes or mails checks. 
    1. Process Child Care Applications for all sites
      1. Work with Site Directors to ensure that all children in full day programs are approved to receive Child Care certificate reimbursement payments
      2. Work with Site Directors to ensure that each child’s renewal eligibility is completed before the Child’s eligibility expires
      3. Tracking continued eligibility for all Child Care eligible for all children receiving certificate funding. 
    1. Expense Reporting
      1. Collects paid invoices by reporting period (monthly).
      2. Sorts invoices by the program that is being charged.
      3. Posts each expense in expense ledger by program.
      4. Produces monthly expense reports organized by budget categories.
      5. Produces monthly site spending reports and budget comparisons.
      6. Submits completed reports to funding agencies.
      7. Monitors deletions and creates resubmission vouchers as needed.
      8. Maintains up-to-date voucher and vendor files. 
    1. Purchasing
      1. Reviews and revises site purchase.
      2. Selectively compares prices of items to previous orders.
      3. Ensures that orders are approved before being sent to vendors.
      4. Maintains purchase order log. 
    1. Prepares In-Kind Report
      1. Collects In-Kind reports from centers.
      2. Reviews documentation for conspicuous errors.
      3. Produces monthly In-Kind report organized by budget category. 
    1. Property/Equipment
      1. Maintains records of maintenance agreements, serial numbers and purchase dates of equipment, and due date for agreement renewal.
      2. Maintains property inventory for each center with up-to-date inventories.
      3. Reports equipment purchases and dispositions to property control unit. 
    1. General Office
      1. Picks up and distributes office mail/ faxes.
      2. Answers the phone when needed. 
    1. Bus Pass Disbursement
      1. Orders bus passes, balances and monitors bus pass disbursement.
      2. Produce bus pass report. 
    1. Back-up Responsibilities

    During times when the person with primary responsibility in the following areas is not available, due to vacation, illness, vacancy, etc., it will be the responsibility of the Accounts Payable/ Processing Clerk to fill in for that person in the following areas:

     

    Payroll

    1. Review time sheets.
    2. Prepare the payroll. 

    General Office

    1. Provides reception to visitors. 

    Support to Managers

    1. Mailings, word, processing, excel & graphics.
    2. Other special projects.
    3. Orientation and training of temporary office assistants.
    4. Provide meeting support as requested.

    Property/Equipment Maintenance

    1. Maintain office equipment and supplies.
    2. Provide technical support for computer problems. 

    Shared Responsibilities with Other Administrative Team Members

    1. Maintenance of forms notebooks.
    2. Receive and count donations
    3. Assist with Christmas and other annual donations
    4. Other special projects. 
    1. Inter-Office Cross Training

    Will receive training in related office areas that will strengthen the program’s ability to continue daily business in the absence of other key staff:

    1. Processes and code reimbursement checks for the finance office.
    2. Report monthly expenses to finance office.
    3. Collect records and code site money orders for the finance office.
    4. Work collaboratively with Program Director, Office Manager and Accountant in developing all grant budget applications.
    5. Work collaboratively with Program Director, Office Manager and Accountant in developing the Head Start and EHS budget applications, contracts, budget revisions, and budget amendments in collaboration.
    6. Work collaboratively with Program Director, Office Manager and Accountant in the development of the Child Care department budget submission to the Divisional Finance Board.
    7. Work collaboratively with Program Director, Office Manager and Accountant in tracking the receipt of funds from funding sources to ensure sound fund balance.
    8. Work collaboratively with Program Director, Office Manager and Accountant in keeping programs form overspending by reviewing DFSS contracts for expenditures by line item to determine if and when a budget revision is necessary, (before September 15th for all Head Start budgets – final submission date, although extension may be requested).
    9. Must be flexible with work schedule. 
    1. Child Care Management Team Planning

    Coordinates with all members of the management team to plan, support and monitor all programs of The Salvation Army Child Care Program.

    Assists with budget review. Makes appropriate suggestions for expenditures and/or changes.

    Assists with developing and maintaining good staff relationships.

    1. Professional Expectations

    Adheres to personnel policies.

    Supports and enforces program regulations.

    Assumes and thoroughly completes all duties in a professional and timely manner.

    Accepts responsibility willingly.

    Demonstrates enthusiasm for the program.

    Responds objectively to change.

    Responds in a positive manner to constructive suggestions.

    Respects confidentiality of parents, children, and other staff members. 

    1. Keeps abreast of personnel practices and demonstrates professional growth and improvement through:

    Identification of own training needs.

    Participation in training sessions.

    Enrollment in workshop/college courses.

    Reading professional literature.

    Application of training to performance. 

    1. Other Duties

    All other duties as assigned.

    Qualifications

    EDUCATION/EXPERIENCE 

    • A. A. degree in related field preferred.
    • Previous office experience preferred.

    COMPETENCIES 

    • Must be computer literate.
    • Excellent interpersonal skills and ability to communicate.
    • Good organizational skills and the ability to work independently as well as with a team.
    • Able to compose professional quality letters, organize files and information in both hard copy and digital form.
    • Knowledge of Microsoft Word, including mail merge operations.
    • Knowledge in Excel, including basic formatting and formulas.
    • A preference for experience in maintaining website content.
    • Must have good phone etiquette.
    • Must have an understanding of digital office machines, i.e. Copy/Print/Scan/Fax.
    • Demonstrated ability to use initiative and be a self starter.
    • An attention to detail.
    • Supportive of the mission of The Salvation Army.
    • An ability to work with confidential material.

    PHYSICAL DEMANDS/WORK ENVIRONMENT

    • This position is required to do light physical work and must be able to lift up to 40lbs on a daily basis and up to 50lbs on an occasional basis.
    • In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
    • The work environment for this position includes an office environment with a low noise level.

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