Part Time Business Manager - Kemptville, Canada - Salvation Army

Description

Description

The Business Manager will support the Director of Community Services by assisting in many of the different aspects of the business operations, including but not limited to general accounting, office duties, and preparation of monthly documentation.

KEY RESPONSIBILITIES:

Financial and Administration

• Liaise with the Community Ministries Director to work on any routine business activities, financial enquiries, both internal and external to the Ministry Unit.
• Generate and distribute various financial reports including monthly financial statements to the Community and Family Services Manager.
• Monitors financial statements ensuring that the operation remains within budgetary criteria.
• Oversee purchasing as required; and prepare requisitions for Divisional Headquarters (DHQ) approvals,' ensuring all information is attached, as necessary.
• Replenish petty cash once the voucher amounts and tally are confirmed; complete periodic reconciliation of petty cash along with other various accounting duties (billing, bank deposits etc.) and maintains documentation related to accounts receivable and reporting to the Regional Accounting Centre (RAC).
• Process expense refunds and Corporate VISA expenses through TEM; 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.)
• Prepare and submit reports, proposals, program evaluations and/or business plans as requested by internal or external sources; maintains confidentiality of all client and staff records and statistical data.
• Complete program and administrative statistical data recording and reporting monthly into Salvation Army Management Information System (SAMIS).
• Ensure that all administrative responsibilities are completed in a timely manner.
• Assist in the production of printed materials/publications.
• Prepare various account reconciliations for approval by the Directors of Community Services
• Maintain an accurate, ongoing record of all donations; complete donor receipts for income tax purposes and send acknowledgement letters.

Building and Maintenance

• Maintain, compile, and update the overall Ministry Unit Inventory database.
• Point of contact for building maintenance issues.
• Inform Director of Community Services of any building deficiencies and/or repair needs; seeks approval for maintenance repairs/concerns; schedule and oversee monthly/annual contractual visits.
• In consultation with management team, assist with oversight of ground maintenance (snow clearing, gardening, lawn care).

Payroll and Human Resources

• Provide input into human resource decisions, including hiring, orientating, training, disciplining, and recognizing in consultation with the Direct of Community Services and DHQ Human Relations in compliance with Divisional and Territorial standards.
• Responsible for the direct supervision of the Children & Youth Ministries Coordinator and provide direction regarding tasks or consult in assignments.
• Oversee the onboarding of new employees and volunteers from an administration perspective; ensures employees receive, complete, and return required forms in a timely manner.
• Provides initial orientation for new employees and volunteers.
• In coordination with the Community Ministries Director, completes initial candidate pre-screening process, liaises with candidates and the interviewer(s) to coordinate interviews, prepares any documentation for the process, and arranges any required skills testing, participates as a member of the interview panel as required and ensures unsuccessful candidates are informed appropriately of their status.
• Involved in the preparation and coordination of job postings with DHQ Human Relations.
• Process all new hire documentation and enter all employee changes into UltiPro.
• Set up 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.
• Submit RRSP and Group Benefit documentation to TSA Employee Benefits for processing.

Health and Safety

• Responsible for maintaining all health and safety related documentation (i.e., fire drill reports, house security checks etc.)
• Assist in ensuring that all employees, students, and volunteers are aware of emergency procedures and are prepared to implement them immediately as necessary; that all workers and volunteers adopt safe work practices in line with The Salvation Army policies and procedures.
• In consultation with the Community Ministries Director, provide oversight to WSIB claims and other health and safety matters as required, including supervision of the Early and Safe Return to Work Program.
• Responsible to work in compliance with the Ontario Occupational Health and Safety Act (OHSA).
• Provide administrative support to WSIB claims, liability incident claim reports etc. 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 Health and Safety Committee.

Perform other related duties as required.

WORKING CONDITIONS:

• This position is regular part-time position, based on 24 hours per week.
• Work is performed in an office environment in generally comfortable conditions.
• Schedule may vary according to requirements of responsibilities - some weekend and evening work may be required.
• Ability to lift/move up to 20 lbs.
• Some travel required.

Normal working hours: Work will be scheduled as per operational requirements, some flexibility in scheduling may be required. Manager will be responsible for the scheduling of shifts.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completed two (2) years of Community College, i.e., graduate of a post-secondary program in finance or business administration.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Minimum of 3 years of prior related experience, including, including, accounting operations, supervisory, and property management experience.
• Experience including administrative/secretarial and general accounting experience, clerical, customer services.
• Valid Ontario Class "G" Driver's License, own vehicle, and insurance, provide an original copy of current driver's abstract for review and verification that it satisfactory to The Salvation Army, in its sole discretion, is required.

SKILLS AND CAPABILITIES:

• Strong computer skills including proficiency in Word and Excel.
• Lead by example, demonstrate a positive attitude, a strong work ethic, and a willingness to learn and be flexible in the face of change.
• Maintain information in confidence as required.
• Participate as an active and responsible team member.
• Represent the organization in a professional and engaging manner and assist personnel whom the position supports in developing those skills as required.
• Strong oral and written communication skills
• Self-motivated and disciplined.
• Excellent interpersonal and customer service skills.
• Maturity and ability to exercise good judgment.
• Ability to develop and maintain a team environment.
• Good organizational and time management skills
• Attention to detail, problem solving and analytical skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Treat the property of The Salvation Army with due care and caution.
• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.