Office Manager

Department: Hilo Temple Corps

Position Title: Office Manager

Supervisor: Corps Officers

FLSA Status: Non-Exempt

Date: October 2022

General Statement: The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is a spiritual regeneration of all people.

Mission Statement: The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Corps/Unit Mission Statement: Hilo Temple Corps is responsible for the oversight of all Salvation Army business issues in the Hilo Community. This includes social services, finance, thrift store, and other corps ministries.

Job Summary: The Office Manager will work with the Hilo Temple Corps Officers with Corps business paperwork, payroll, Social Services, and reception work in accordance with the following functions:

Essential Functions:

• Make phone calls and answering calls in a courteous manner and provide callers with needed information when possible. When not possible refer to the appropriate person.
• Make TSA deposits as necessary at banks; pick up deposit tickets. Maintain bank reconciliations (i.e. EFSP, United Way, Bank of Hawaii, ect.) and petty cash.
• Prepare transmittals with expense vouchers and deposit information for submission to DHQ as well as weekly CRQ's and maintain checkbook Posting Journals.
• Maintain Gift in Kind receivables, prepare monthly report for DHQ.
• Maintain office file system and file paperwork regularly for easy retrieval.
• Deliver and pick up mail at Post Office: distribute incoming mail.
• Pick up Daily Sales Forms from the thrift store on a regular basis and maintain Thrift Store sales paperwork.
• Write letters (e.g., thank you letters) and prepare correspondence.
• Stock and maintain office supplies and corps cleaning supplies.
• Serve as Officers' proxy in UltiPro Time & Attendance (UTA). Work with Thrift Store leads and office staff to approve timesheets as well as time off requests.
• Help coordinate seasonal activities as needed.
• Take care of incoming/outgoing faxes and file them appropriately.
• Maintain a running inventory for Social Services programs, including food storage and orders needed. Keep the stock rotated and in a clean environment; order new stocks as assigned.
• Maintain inventory of food pantries. Order food and supplies as needed for Feeding Program.
• Receive and distribute all mail appeal correspondence.
• Mange Hilo Temple's Social Service program: interview clients and maintain appropriate documents in client file according to office policy and procedures.
• Supervise Feeding program and kitchen use including supervising employees and volunteers.
• Pathway of Hope - Case management/paperwork
• Perform other functions or duties as needed

Other Functions:

• Attend Advisory Board Meetings as required.
• Perform other duties as assigned.
• Volunteer Coordinator: turn in statistics on volunteer hours. Ensure completion and upkeep of volunteer paperwork.
• Turn in Statistics on a weekly/monthly basis for Social Services and other Corps Programs. This includes inputting client information into statistics programs.

Mental Demands:

• Work under stressful conditions
• Interact with others with courtesy and tact
• Manage and prioritize multiple projects in an organized and efficient manner
• Respond to crises situations in a calm and effective manner
• Prioritize multiple work tasks to meet tight deadlines
• Complete projects on Schedule
• Maintain Confidentiality
• Maintain regular and punctual work attendance

Physical Demands:

The position requires sitting, claiming, and/or balancing; stooping, kneeling, bending, stretching, crouching and/or crawling; standing; walking; manual dexterity and eye-hand coordination; use of vision; driving a vehicle; pushing/lifting/carrying 25-50 pounds and occasionally more than 50 pounds; travelling by vehicle and airplane.

Communication Demands:

The position requires talking to co-workers, clients, vendors; requires written communication to and from co-workers, clients, vendor; talking on the telephones; requires responding to written or verbal requests of co-workers, clients, and vendors; requires training/giving verbal and written instructions; requires receiving verbal and written instructions; requires writing/composing written language; requires reading; requires visiting/working at other worksites; requires communication via the latest technologies.

Skills/Technical Knowledge:

• Use of computer, typing, especially Microsoft Word and Excel
• Valid Hawaii Driver's License with permission to fly
• Prioritize multiple work tasks to meet tight deadlines