Full Time Business Coordinator

3 months ago

Kitchener, Canada The Salvation Army Full time

The Business Coordinator will support the Corps Officers by assisting in many of the different aspects of the business operations, including recording financial transactions related to business activities and ensuring timely and accurate reporting.

**KEY RESPONSIBILITIES**:
**Financial Administration**
- Liaise with Corps Officers and designated personnel to work on any routine business activities, financial enquiries, both internal and external to the Ministry Unit.
- Monitor adherence to all relevant Salvation Army Operating Policies; advise the Corps Officer of deviations and chronic problems.
- Generate and distribute various financial reports including monthly financial statements for the Corps Officers.
- Review and analyze financial statements ensuring that the operation remains within budgetary criteria.
- Assist with annual budget preparations.
- Complete donor receipts for income tax purposes, sending out acknowledgement letters for invoices.
- Assist and prepare requisitions for Divisional Headquarters (DHQ) approvals’, ensuring all information is attached as necessary.
- May provide administrative support for the Family Care Centre seasonal programs (e.g., Christmas Kettles, Hampers, Summer Camp Programs)
- Process expense refunds and Corporate VISA expenses through TEM for Corps Officers; process Element/PHH expenses for all vehicles; process accounts payables/receivables through Agresso, generate all necessary reports (e.g., monthly financial reports and General Ledger.)

**Payroll and Human Resources**
- Enter Time & Attendance for Corps, and Family Care Centre
- Verify all new hires or employee changes are approved.
- Create and maintain all employee files according to The Salvation Army (TSA) Standards, ensuring they are stored in a protected, locked environment.
- Secure and maintain all confidential employee documentation.
- Communicate with Divisional Human Relations regarding any issues with payroll.
- Submit RRSP and Group Benefit documentation to THQ as required for processing.
- Help prepare and post all ministry unit job openings.
- Maintain all volunteer files and ensure completed documentation is accurate
- Develop strategies and recommendations for volunteer development.
- Match volunteer skills with work activity and prepare task lists for volunteer guidance.

**Building and Maintenance**
- Coordinate maintenance of ministry unit vehicles (regular service and upkeep).
- Distribution, recording and monitoring of all keys held by staff and volunteers.
- Point of contact for building maintenance issues.
- Inform Corps Officers of any building deficiencies and/or repair needs.
- Seek approval for maintenance repairs/concerns.
- Schedule and oversee monthly/annual contractual visits.
- In consultation with Corps Officers and management team, assist with oversight of ground maintenance (snow clearing, gardening, lawn care).

**Invoicing and Receivables**
- Replenish petty cash once the voucher amounts and tally are confirmed; complete periodic reconciliation of petty cash along with other related accounting duties Maintain an accurate, ongoing record of all donations; complete donor receipts for income tax purposes and send acknowledgement letters.
- Perform bank deposits and filing of bank records as needed.
- Process Moneris transactions.
- Send deposit reports to RAC if requested.
- Process accounts payable; review Agresso for bills to be processed for submission.
- Process accounts receivable, i.e., billing, quarterly reports.

**Information Technology**
- Oversee and maintain Kitchener Community Church and Family Care Centre websites and social medica presence.
- Assist with preparation of promotional materials including presentations, brochures, and flyers.
- Ensure appropriate copyright licensing has been obtained and is current, when applicable.
- Complete program and administrative statistical data recording and reporting monthly into Salvation Army Management Information System (SAMIS)

**Health and Safety**
- Responsible for maintaining all health and safety related documentation (i.e., fire drill reports, house security checks etc.)
- Provide administrative support to WSIB claims and other health and safety matters as required within applicable departments, including completion of forms.
- Participate in health and safety related accident and injury investigations as required.
- Represent management on the joint occupational health and safety committee.
- Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedure.

Perform other related duties as required which may including general administrative support, such as
- Mail Sorting and distribution
- Drafting Correspondence.
- Ordering and maintaining office supplies.
- Schedule appointments, meetings, preparing and distributing agendas and meeting minutes.

**WORKING CONDITIONS**:

- This is a permanent full-time position based on 5 hours per week.
- Flexi

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