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Business Office Assistant

7 months ago

Moose Jaw, Canada The Salvation Army Full time

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.

**Core Values** The Salvation Army Canada and Bermuda has four 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**:
To provide administrative and accounting support to the ministry unit in the area of payroll, timekeeping, benefits, and maintaining a filing system, performing all bookkeeping functions including assistance in budget administration and preparation, accounts payable/receivable, petty cash, banking, monitor client trustee finances, and preparing/reconciling periodic financial reports.

This is a full time position at 37.5 hours per week.

**KEY RESPONSIBILITIES**:

- **Accounting / Finance Administration**:

- Support with the Community & Family Services Director on monitoring expenditure against financial budget while reviewing for financial accuracy of all financial and statistical reports; advise the Director of any irregularities, concerns, and/or suggestions for improvement
- Receive donations, issue charitable tax receipts, and send acknowledgements
- Provide administrative support to the Social Services Trustee Program, submit cheque requests to THQ accounting on a daily or weekly basis for clients, as required
- Work with the Trustee Coordinator to conduct regular client account and trust account reviews, ensuring reconciliations occur, including but not limited to: Monthly Bank Reconciliations
- Support the Trustee Coordinator by confirming and verifying client trustee accounts on an ongoing basis
- Verify invoices, ensure proper coding, and submit for the timely payment of same through Business World
- Enter, review, and update payroll for all staff in UltiPro, forwarding any required documents to THQ
- Enter and record employee sick time and ensure that employee vacation time is allocated appropriately
- Enter all payroll and handle any payroll enquiries and assist in providing solutions Seek support from or inform the Community Services Director regarding difficult situations or when conflict arises
- Process the Salvation Army vehicle monthly charges and invoices in TEM
- Conduct gift card monthly reconciliations while maintaining and confirming receipts for all gift cards used
- Perform regular bank deposits for all funds received for the Ministry Unit as per policy and procedure
- Provide TSA departments with required financial/administration information, as required
- Custodian of petty cash, ensuring that all expenses are supported throughout the process
- **Property**:

- Work in cooperation with the Community & Family Services Director to ensure that the church, sorting Centre, CFS, and thrift stores are well maintained, dealing with concerns as soon as necessary, depending on the severity of repair
- Ensure that all equipment maintenance is maintained and give oversight to all service and equipment maintenance contracts
- Maintain inventories of facilities, updating annually with deletions and additions of equipment and furnishings, etc., and submit to DHQ
- Handle all rental contracts for outside groups, using the building
- Ensure CFS safety (i.e.: snow removal, clear fires exits, fire evacuation plan, spillage and ice removal) as per Policy & Procedures
- **Office Administration**:

- File and ensure the safekeeping of extremely confidential and sensitive employee, Officer, client, and/or program files
- Open, distribute, and process incoming and outgoing mail with the Office Admin Assistant in accordance with TSA process
- Maintain current fixed asset inventory lists and report any issues to the Director
- Maintain provincial insurance and registration for all Salvation Army vehicles
- Collect certificates of Insurance required for any events such as the Christmas Kettle Campaign, motorcycle toy ride, etc.
- Other duties as assigned

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:
**Education, Qualifications and Certifications**:

- Certificate in Business Administration and/or Finance-accounting

**PREFERRED SKILLS/CAPABILITIES**:
**Required Skills/Knowledge**:

- The incumbent must have a minimum of 2-3 years prior related experience, including accounting & finance operations, office administration, and property management.
- An equivalent combination of education and experience maybe considered.
- Ability to work with computers including Microsoft Word, Power Point, Excel, and Databases
- Demonstrated ability to take initiative, be reliable and operate in an environment of acc