Operations Manager
4 weeks ago
The Salvation Army Grace Haven is a global Christian organization dedicated to spreading the love of Jesus Christ and addressing human needs while serving as a transformative force in communities worldwide.
We are committed to being an innovative partner, sharing hope in times of difficulty, and fostering communities that embody justice and the love of Jesus.
Service Responsibilities:
We extend our support to all individuals without discrimination.
We are accountable stewards of the resources entrusted to us.
The Operations Manager is a vital member of the management team, contributing to various facets of Business and Administrative Operations.
This role encompasses a range of confidential administrative tasks, including document preparation, phone communication, letter drafting, meeting attendance, and the recording and distribution of meeting minutes.
The position also oversees multiple business and financial functions in compliance with governmental, contractual, and organizational standards.Deliver precise, timely, and well-organized administrative assistance, which includes preparing memos, correspondence, and maintaining files, reports, and other essential documentation.
Execute general office tasks such as answering and screening calls, directing inquiries, and resolving routine issues; maintain Ministry Unit data (e.g., employee/volunteer records, statistical data, contact lists); and ensure accurate input into the Salvation Army Management Information System (SAMIS).
Maintain an up-to-date fixed asset inventory and ensure that an annual inventory is conducted for adequate insurance coverage.
Responsible for recording, typing, and distributing meeting minutes as directed by management.
Oversee Office Operations, including service agreements and equipment maintenance, as well as stocking office supplies.
Financial Management:
Perform precise accounting tasks, including the submission and review of accounts receivable, accounts payable, Corporate Visas, Element, mission partner expenses, issuing official receipts for tax purposes, managing petty cash and gift cards, and other related accounting responsibilities (e.g., bank deposits, rebate forms).
Ensure complete financial coding of all invoices, oversee the submission and approval process, and manage expenditure submissions for the entire staff team.Maintain hardcopy financial records and relevant documents at the physical site.
Assist in the annual ministry unit budget development process in collaboration with the THQ Financial Management Team.
Engage with the management team to participate in all necessary financial, risk, or other audits/reviews.
Provide monthly reviews of financial statements and payroll registers to the Executive Director.
Collaborate with the Executive Director in developing the annual budget and submit statistical and financial reports to government funders as required.
Evaluate all service contracts to ensure they align with the ministry unit's needs and are cost-effective (e.g., snow removal, waste removal, leases).
Discuss any major purchase or repair quotes with the Executive Director to ensure compliance with TSA guidelines and ministry unit budget.
Ensure accurate tracking of PTO balances for all staff and generate reports as requested by the management team.Manage the payroll system comprehensively, ensuring accurate time and attendance input.
Review payroll registers to confirm payment accuracy.Assist with job postings as directed by Human Resources and the management team.
Support the preparation of offer letters and administrative tasks related to new hire orientations.
Coordinate required training logistics with managers, monitoring critical employee due dates (e.g., Criminal Record Check Expirations, Mandatory Training, etc.).
Key Relationship Management:
Engage regularly with the Management Team, fellow staff members, and clients, as well as community agency partners and funders.
Technical Responsibilities:
This position reports directly to the Executive Director and is a member of the management team.
Financial and Materials Oversight:
Act as a reviewer and approver of financial expenses in Business World.
Manage Corporate Visa expenditures for the agency.
Maintain and oversee a small petty cash fund for the agency.
Assist THQ in ministry unit budget development and ensure that annual operations remain within budgetary constraints.
The work environment is office-based, involving frequent interruptions and multitasking.
Tasks include extended periods of sitting, computer work, occasional bending, walking, standing, and lifting up to 10 lbs.
Engage in frequent computer/word processing tasks, requiring close attention to detail when working with numbers, charts, and tables, as well as attentive listening and directing visitors and phone calls, while occasionally filing and composing responses.
A business, human resources, or accounting certificate or diploma is required.A minimum of two (2) years of relevant experience is necessary, including senior administrative and general accounting experience, with some supervisory experience and proficiency in both oral and written communication.
Strong computer skills, particularly in Word and Excel, are essential.Knowledge of community-based resources is advantageous.
A valid G Driver's license is required.
Exhibit leadership by example, demonstrating a positive attitude, strong work ethic, and a willingness to learn and adapt to change.
Self-motivated individuals with the ability to collaborate effectively with other managers and community partners to foster a positive work environment are encouraged to apply.
Strong organizational and time management skills are crucial.Participate in supervision and annual performance appraisal processes.
Engage in ongoing professional development and training opportunities.
The Salvation Army is committed to providing accommodations for applicants with disabilities throughout the recruitment process.
Job Types:
Full-time, Permanent
Casual dress
Dental care
Flexible schedule
Flexible language requirement:
~ French not required
8-hour shift
~ Monday to Friday
Ability to commute/relocate:
~ Reliable commuting or relocation plans are required before starting work.
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