Full Time Business Manager

2 weeks ago

Hamilton, Ontario, Canada The Salvation Army Full time

The Business Manager acts as a member of the management team and assists in many different aspects of the Business and Administrative Operations.

This includes a variety of confidential administrative responsibilities, such as preparing documents, handling phone calls, drafting letters, attending meetings, and taking and distribution of meeting minutes.

The position also manages various business and financial supports in accordance with government, contractual, and organizational requirements.

KEY RESPONSIBILITIES:

Administration:

  • Provide accurate, timely and highly organized administrative support including preparing memos, correspondence, maintaining files, reports, and other documentation.
  • Perform general office duties such as answering and screening telephone calls, directing inquiries (and/or resolving routine inquiries), greeting, escorting, or directing visitors.
  • Responsible for the organization and maintenance of the filing system (both electronic and manual).
  • Handle and ensure the protection of confidential and sensitive files.
  • Maintain Ministry Unit information (i.e. employee/volunteer information, statistical information, contact lists); maintain input into Salvation Army Management Information System. (SAMIS).
  • Maintain current fixed asset inventory; ensure that a yearly inventory is completed, maintained for adequate insurance coverage.
  • Responsible to record, type, and distribute minutes of meetings as directed by Management staff.
  • Open and distribute incoming mail (maintaining required mail log).
  • Responsible for Office Operations (service agreements/maintenance on equipment; stocking office supplies, etc.).

Business and Finance:

  • Performs accurate accounting duties, including submissions and reviewing materials for accounts receivable, accounts payable, Corporate Visas, Element, mission partner expenses, issue official receipts (for tax purposes), handles, orders and reconciles petty cash and gift cards, other related accounting duties (bank deposits, rebate forms, etc.)
  • Complete financial coding of all invoices, oversee invoice submission, review and approval process.
  • Responsible for any external invoicing as required.
  • Complete expenditures submissions (Visa, personal reimbursements) for entire staff team.
  • Ensure petty cash funds are appropriately safeguarded, maintained and replenished regularly.
  • Responsible for all charitable donation receipting and thank you letters.
  • Maintaining of hardcopy financial records and applicable documents at physical site.
  • Assist THQ Financial Management Team in annual ministry unit budget development process.
  • Review and analyze financial statements ensuring that operations remain within budgetary criteria.
  • Work with management team to participate in all required in all required financial, risk, or other audits/reviews.
  • Oversee all financial reporting requirements (assisting THQ Finance; and/or completing if reporting is done at the local ministry unit level.
  • Provide monthly review of financial statement and payroll register to the Executive Director.
  • Prepare, in conjunction with the Executive Director, in the development of the annual budget.
  • Provide financial reports for all managers as needed.
  • In conjunction with Executive Director, submit statistical and financial reports for Government funders as required.
  • Review all service contracts to ensure that they meet the needs of the ministry unit and are reasonable costs (i.e. snow removal, waste removal, leases, etc.)
  • Review with the Executive Director any quotes for any major purchases or repairs for the ministry unit to ensure they are within TSA guidelines and MU budget.

Human Resources:

  • Process all information and status changes in HRIS as directed by Human Relations (i.e. position, changes, rate changes, LOA's, Terminations, etc.).
  • Ensure all PTO balances are correct for all staff and generated reports as requested by the management team.
  • Manage and operate the payroll system in its entirety, by ensuring time and attendance input is completed and accurate. Review payroll registers to ensure accuracy of payments.
  • Assisting with job postings as directed by Human Resources and the Management Team.
  • Assist with the preparation of interview packages.
  • Assist with offer letters and administrative responsibilities (as pertains to new hire orientations).
  • Collaborate on required training logistics with managers; helping monitor critical employee due dates (i.e. Criminal Record Check Expirations, Mandatory Training etc.).
  • Work with THQ Benefits and HR to submit required paperwork for employee's participation in Group Benefit and RRSP programs.
  • Perform other duties as required.

WORKING CONDITIONS:

  • Schedule may vary according to requirements of the responsibilities; based on 40 hours per week
- some weekends and evenings work may be required.

  • Work environment is in an office setting with frequent interruptions and mult

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