Office Manager

THE SALVATION ARMY JOB DESCRIPTION

Job Summary:

Completes all human resources functions for Corps; interviews, screens and hires employees; prepares and maintains personnel records; handles all employee relations issues and conducts investigations as needed; communicates and enforces personnel policies and procedures; prepares and plans employee training; ensures the accomplishment of the various office tasks in the most efficient and effective manner possible; prepares various routine and special reports to keep the officers/supervisers/leeradership abreast of progress; ensures office operations are in compliance with established departmental policies and procedures

Essential Functions:

This job description should not be interpreted as all inclusive.It is intended to identify the essential functions and requirements of this position.The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Human Resources Administrative Responsibilities (60%)

Prepares all employment action documentation for employees including but not limited to new hire, background checks, E-Verify, classification changes and separation, FMLA and workers compensation.

Ensures that all HR-related paperwork/documentation is entered into TSAMM as needed.

Coordinates employee performance evaluation process with supervisors and managers and distributes all merit increase letters as needed.

Maintains the confidentiality of all human resource records and the confidentiality of human resources-related correspondence, conversations or issues residing in the Corps; ensures all departmental files are maintained in secure and organized manner and retained according to record retention guidelines.

Attends and participates in staff meetings; reports information and discusses operational problems/solutions; maintains awareness of program goals and objectives as well as changes in policy; communicates pertinent information to assigned staff to ensure compliance with the same.

Writes and posts job openings; attends job fairs for the recruitment of employees; updates recruitment material; receives and reviews applications and resumes; interviews and hires staff; orients new employees to Salvation Army policies and procedures.

Works with supervisors and managers to ensure proper scheduling and coverage of employees and ensures all schedules are posted two weeks in advance for optimum client coverage.

Ensures employee time punches and paid leave entries are recorded, correct and authorized by both employee and supervisor in Ceridian.

Serves as Bookkeeper’s back-up for processing payroll.

Verifies and ensures that employees are following policies and procedures outlined within the Employee Manual.

Provides direct and/or indirect oversight to departments on proper human resource practices including but not limited to policies and procedures, employment law and best practices; relays such using the diplomacy and tact appropriate for the individual contact.

Conducts varying degrees of investigations as needed by interviewing applicable contacts and developing and creating written briefings on the outcome of such investigations; maintains a positive employee relations environment and supports the open door policy.

Evaluates all disciplinary actions with regard to employee issues, both verbal and written, and communicates with the supervisor and managers regarding approval or disapproval of disciplinary actions and related documentation.

Coordinates and schedules employee activities and training related to personnel policy and procedures; develops and facilitates monthly recognition programs; maintains a positive associate relations environment and supports the open door policy.

Ensures department heads are properly trained on Title VII, Federal and State Laws and employment laws including Salvation Army policies and procedures.

Office Management (40%)

Answers corps phones, routes calls to appropriate parties; monitors front door access; greets visitors

Prepares and processes correspondence, donor acknowledgments, manuals, etc. as needed; ensures the accuracy, completeness and timeliness of the same.

Maintains roster for the Advisory Board/Councils.

Prepares and maintains office records, reports, databases, etc. in an accurate, complete and timely manner; updates information and inputs data to maintain office records as needed; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.

Participates with receiving, sorting and distribution of mail; ensures that all mail received is forwarded to appropriate person and/or destination; collects and prepares outgoing mail.

Performs routine filing of a variety of correspondence, forms, cards, records, reports and documents; maintains and utilizes bring-up filing system; ensures the files are maintained in an organized and efficient manner.

Photocopies and/or shreds a variety of items including correspondence, forms, reports and documents.

Works with CO’s in scheduling staff meetings; resolves operational and personnel problems; provides recommendations for improvements and/or enhancements in office productivity.

Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations.

Other Responsibilities:

Attends Advisory Board meetings as needed.

Assists with seasonal program events as needed.

Performs other duties as assigned.

Materials and Equipment:

Personal ComputerGeneral Office Equipment

Knowledge, Skills and Abilities:

Knowledge of modern office methods, procedures and practices.

Ability to answer the telephone in a courteous and tactful manner.

Ability to maintain the confidential nature of the work.

Ability to present a positive and professional image of The Salvation Army.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Associate’s degree from an accredited college or university in business administration or related field,

and

At least two years experience in the performance of human resources, office coordination or similar,

or

any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Certifications:

Valid State Drivers License

Physical Requirements:

Ability to meet attendance requirements.

Ability to read, write and communicate the English language effectively.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, computer and adding machine.

Ability to work well under the pressure of deadlines.

Ability to follow instructions and work independently with limited supervision.

Duties are usually performed seated.Sitting may be relieved by brief or occasional periods of standing or walking.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

Working Conditions:

Work is usually performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt and the like.

Statement of Purpose:

This document provides descriptive information about the above Salvation Army position. Work actually performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual’s ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion. The Salvation Army reserves the right to make changes to this document as deemed necessary without providing advance written notice.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

Your signature below indicates that you have read and understand the job description and agree to perform the duties as assigned.

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Employee Signature Date