Job Description

Overview

Essential Function

The Office Manager (OM) will provide significant leadership to the operation in Rockland County. This position needs to exhibit competence in completing quality work in a timely manner. The OM will be instrumental in the supervision of the daily operations of our facility, our service to the public, and the coordination of our staff.

Statement of Confidentiality

The person holding this position receives the trust of fellow staff and The Salvation Army. It is therefore expected that the individual will be trustworthy, will maintain confidentiality, and will exhibit loyalty in all job-related matters to those served, the staff of The Salvation Army Spring Valley, and The Salvation Army as a whole.

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. Specifically, the primary duties are:

Office Management

• Create a welcoming environment in our office that greets the public with courtesy, professionalism, and is responsive to requests for assistance and information.
• Manage all the collection stats for the Corps and process with DHQ in a timely fashion.
• Coordinate and schedule building maintenance appointments.
• Manage the Corps program and building use calendars working with other Corps departments, staff, and Officers including Suffern Temple.
• Provide administrative support to the Advisory Board by sending meeting notices, taking and preparing minutes and being responsive to requests of board members.
• Manage inventories of office and janitorial supplies.
• Manage our relationship with the contracted cleaning company including maintaining inventory and ordering supplies.
• Manage office databases including Teams channels, the Corps Calendar, Stats, Camp Minder, Red Kettle Manager, and other databases utilized by the Corps.
• Manage security of the building including safe keeping of keys, maintaining a list of key holders, and managing security cameras.
• Manage access to the building by all visitors during business hours.
• Support the Rockland County Coordinators with building projects. This includes processing paperwork with DHQ, invoice tracking, managing building access by contractors, and other duties to see project completion.
• Manage volunteers involved in all areas of the Rockland County Salvation Army programs and services. This includes recruitment, processing applications, reports, schedules, assignments, and trainings. It will be required to follow The Salvation Army’s approved process and reporting systems.
• Serve as our local liaison relative to The Salvation Army’s KeepSAfe program.
• Supervise volunteers who are assigned to the reception area.
• Manage all state and county inspection logbooks, records, certificates and such relative to the building and maintenance schedules.
• Must be certified through the County to be present during the After School Program and Summer Fun Program.

Financial Support

• Provide administrative support with Corps financial systems which includes tracking and processing invoices, making deposits, handling cash, and working with our DHQ team to ensure our local bills are accurate and being paid on time.
• Process all Smartdata entries as assigned.
• Manage gift cards according to The Salvation Army policy.
• Prepare and process local donor receipts and thank you letters.
• Keep accurate accounting practices consistent with The Salvation Army Standards for Accounting.

Social Services

• Support Social Services as needed with client applications, in-take help, and support with distributions.
• Manage approved Salvation Army Social Services Database.
• Manage our relationship with Orange & Rockland financial support. This includes processing funds, submitting timely reports, and being our representative to this agency.
• Work with the Rockland County Coordinators and DHQ staff to secure new grant opportunities.
• Manage grant tracking, grant applications, reporting, and working with DHQ staff to ensure we meet grant criteria.
• Manage all grant programs when funds become available. This includes performing client interviews, making recommendations on grant awards, completing paperwork, maintaining files, and accurately completing the grant tracker.
• In coordination with the Rockland County Coordinator Team, manage our food pantry operations which includes being our liaison to the food bank, managing inventory, placing orders, managing volunteers, and completing monthly reporting.
• Be current with all required certifications and trainings involved in our food pantry operation.
• Manage all inquiries for Adult Rehabilitation Center services and coordinate requests with clients and the ARC.
• Create and maintain a list of Rockland County services for social services.

Staff Support

• Coordinate office staff schedules and process vacation requests with Supervisor approval.
• Manage community service workers and provide needed verification letters.
• Process employment paperwork for current staff and new hires in collaboration with the Rockland County Coordinators and DHQ Human Resources.
• Manage the system for collecting and processing payroll for all staff in an efficient and timely fashion and keep accurate attendance records.
• Provide administrative support to the After School Program in tracking income and payments, attendance, and other duties as assigned.

Seasonal Support

• Provide seasonal record keeping utilizing local databases and the organization’s official kettle software which includes kettle worker schedules, kettle income, and kettle deposits.
• Process all seasonal worker employment documents including hiring, timesheets, and payroll.
• Provide administrative support for special events and Christmas distribution.

General Office

• Maintain good and accurate record keeping utilizing digital and paper filing systems.
• Follow all Salvation Army KeepSAfe policies.
• Be a point of contact for phone calls and visitors in our building.
• Be an active part of The Salvation Army team in Rockland County. This includes involvement in Corps events as requested, promoting other areas of our work, and promoting the mission of The Salvation Army.
• Maintain clean work and program area space.
• Attend staff meetings and trainings.
• Other duties as assigned.

Qualifications

• Must understand and appreciate the mission of The Salvation Army.
• Associate or bachelor’s degree in business or related field.
• Proficiency in Microsoft Office, Outlook, and have strong computer skills.
• Strong management, organizational, and supervisory skills.
• Ability to work independently and relate professions with other staff.
• Above average communication skills
• Multilingual Spanish/English/French preferred.
• Manage information in a confidential manner.