Overview:
The Business Administration Coordinator will be responsible for direct administrative support to the Business Section Department Heads and Officers and providing leadership, offering expert support, and fostering collaboration for the various databases within the Business Section.
Responsibilities:
The duties listed below are the primary duties of this position but are not all the required duties. The Salvation Army reserves the right to change, reduce, or expand the duties of this position at any time. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this role.
Create and Maintain systems users, active roles, location assignments, active meetings, and develop sound routing rules in order to streamline processing within The Salvation Army Meeting Manager (TSAMM).- Follow up on various action items that require ongoing attention within the TSAMM system both pre-approval and post in order to ensure all necessary records are in good standing.
- Redirect items that require after approval action, such as signature or archiving, through the TSAMM system.
- Maintain and develop prayer list and prayer cards, present to CFC members for signature, and mail/deliver to recipients.
- Maintain and handle general correspondence, task lists, and calendars as requested by Business Administration Leadership.
- Process all Audit correspondence: update and maintain Audit Schedule; set up new audit reports; compile audit information; notify Corps of upcoming audit dates; forward audit results to THQ and Corps officers; follow up with Corps officers to finalize audit reports.
- Schedule DFRT (Divisional Fiscal Review Team) meetings as required; record Minutes for DFRT meetings and maintain the open Action Items list.
- Maintain inventory files for NJ officers’ quarters, as well as corps property and equipment inventories. Send out annual reminders requesting inventory updates. Maintain inventory schedule.
- Process vehicle purchases, registrations, titles, and license plate renewals; maintain vehicle fleet database; coordinate division-wide vehicle purchase/sale materials including title, registration & and notarized letters before and after the point of CFC approval to the point of delivery.
- Process E-ZPass violations, fines, and or penalties per Divisional Policy and notify parties of processing.
- Send out SmartData deadline reminders to corporate credit cardholders. Coordinate with bookkeepers to ensure proper end-of-month and year-end reconciliation is timely and complete; Prepare and send shut-off listing for non-compliant cardholders to the Business Administrator as needed.
- Train cardholders on the SmartData system, run reports, rest passwords as needed, and request coding for SmartData/Serenic as needed.
- Complete Further statements for divisional tax-exempt real property.
- Track the status of capital projects submitted to CFC/THQ; print, file, and relay approvals, when secured, to Corps/DHQ/Camp from THQ Property.
- Complete Monthly Reports as directed by the Divisional Controller, Property Director, Divisional Secretary for Business Administration, or designates.
- Sort mail in the mailroom per Divisional Policy and process mail for the Finance/Property Departments.
- Other duties and special projects as directed.
- Other duties within the scope of the role as assigned by supervisors.
- Associates degree in a related field of study and minimum 3 years experience in executive office administration
- Experience working with comprehensive accounting software (Serenic preferred).; mandatory high level of proficiency in MS Outlook and Adobe.
- Must understand and support The Salvation Army’s mission as a church and a social services organization.
- Logical thinker with the ability to streamline processes.
- Ability to prioritize multiple tasks while meeting strict deadlines.
- Self-motivated, pays attention to details, and is willing to learn new systems.
- Strong verbal and written communication skills.
- Possess high emotional intelligence and the highest standards of confidentiality, integrity, and professionalism.
- Knowledge of Salvation Army accounting and auditing systems preferred.
- Ability to work remotely, independently, and as a collaborative member of a team