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Business Manager

3 months ago

Hamilton Ontario EH, Ontario, Canada The Salvation Army Grace Haven Full time

MISSION, VISION AND VALUES:

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Vision Statement

We are an innovative partner, mobilized to share hope wherever there is hardship, building communities that are just and know the love of Jesus.

Core Values:

  • Hope: We give hope through the power of the gospel of Jesus Christ.
  • Service: We reach out to support others without discrimination.
  • Dignity: We respect and value each other, recognizing everyone’s worth.
  • Stewardship: We responsibly manage the resources entrusted to us.

POSITION PURPOSE SUMMARY:

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

ACCOUNTABILITIES:

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 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 generate 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.
  • Assist 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.

CRITICAL RELATIONSHIP MANAGEMENT:

Governance Boards and Councils:

Internal:

  • Management, Staff
  • Regular interaction with Management Team, other team members, and clients.
  • Maintain contact with Territorial teams as required.

External:

  • Community agency partners and funders.

MANAGERIAL/TECHNICAL RESPONSIBILITY:

  • This position reports directly to the Executive Director
  • No direct reports.
  • Member of the management team.

FINANCIAL AND MATERIALS MANAGEMENT:

  • Reviewer and Approver of Financial Expenses in Business World.
  • Corporate Visa for agency expenditures.
  • Maintains and manages a small petty cash for the agency.
  • Assists THQ in ministry unit budget development and that the annual operations remain within budget critical.
  • Monitor monthly financial statements for adherence to budget.

WORKING CONDITIONS:

  • Work environment is in an office setting with frequent interruptions and multitasking.
  • Minimal travel is required.
  • Frequent amount of sitting, computer work, occasionally bending, walking, standing, and lifting to 10 lbs.
  • Schedule may vary according to requirements of the responsibilities; based on 40 hours per week- some weekends and evenings work may be required.
  • Frequent amount of computer/word processing, close attention when working with numbers, charts and tables, attentive listening, directing visitors and telephone calls, while occasionally filing and researching/composing responses.
  • Some travel (within city) required (10%).

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

EDUCATION, QUALIFICATIONS AND CERTIFICATIONS:

  • Completion of a business, human resources, accounting certificate or diploma.
  • Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

  • Minimum of two (2) years of prior related experience, including experience in senior administrative and general accounting experience, with some supervisory experience and experience communicating orally and in writing.
  • Strong computer skills including proficiency in Word and Excel.
  • Knowledge of community-based resources is an asset.
  • Valid G Driver’s license is required.

SKILLS AND CAPABILITIES:

  • Leads by example, demonstrate a positive attitude, a strong work ethic, and a willingness to learn and be flexible in the face of change.
  • Maintain information in confidence as required.
  • Participate as an active and responsible team member.
  • Represent the organization in a professional and engaging manner and assist personnel whom the position supports in developing those skills as required.
  • Strong oral and written communication skills.
  • Self-motivated with an ability to work cooperatively with other managers, community partners and to create a positive work environment.
  • Excellent interpersonal and customer service skills.
  • Maturity and ability to exercise good judgment.
  • Ability to develop and maintain a team environment.
  • Good organizational and time management skills.
  • Attention to detail, problem solving and analytical skills.
  • Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
  • Participate in supervision and annual performance appraisal process.
  • Participate in ongoing professional development and training.
  • Treat the property of The Salvation Army with due care and caution.
  • Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening.
  • Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Job Types: Full-time, Permanent

Pay: From $28.00 per hour

Expected hours: 40 per week

Benefits:

  • Casual dress
  • Company events
  • Dental care
  • Employee assistance program
  • Extended health care
  • Flexible schedule
  • Paid time off
  • RRSP match
  • Vision care

Flexible language requirement:

  • French not required

Schedule:

  • 8 hour shift
  • Monday to Friday

Ability to commute/relocate:

  • Hamilton, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

  • Describe what type of business or finance experience you have.

Education:

  • DCS / DEC (required)

Experience:

  • related: 2 years (required)

Licence/Certification:

  • Class G Licence (required)

Work Location: In person

Application deadline: 2024-08-02

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