Business Coordinator

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description

Position Purpose summary:

The Business Coordinator will support the Corps Officers by assisting in many of the different aspects of the business operations, including recording financial transactions related to business activities and ensuring timely and accurate reporting.

Accountabilities

Financial Administration

• Liaise with Corps Officers and designated personnel to work on any routine business activities, financial enquiries, both internal and external to the Ministry Unit.
• Monitor adherence to all relevant Salvation Army Operating Policies; advise the Corps Officer of deviations and chronic problems.
• Generate and distribute various financial reports including monthly financial statements for the Corps Officers.
• Review and analyze financial statements ensuring that the operation remains within budgetary criteria.
• Complete Visa/TEM processing/reconciliation for staff
• Complete invoice processing for all Corps Vehicles
• Assist with annual budget preparations.
• Complete donor receipts for income tax purposes, sending out acknowledgement letters for invoices.
• Assist and prepare requisitions for Divisional Headquarters (DHQ) approvals’, ensuring all information is attached as necessary.
• May provide administrative support for the Family Care Centre seasonal programs and Corps events (e.g., Christmas Kettles, Hampers, Summer Camp Programs)
• Process expense refunds and Corporate VISA expenses through TEM for Corps Officers; 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.)
  
  

Payroll and Human Resources

• Enter Time & Attendance for Corps, and Family Care Centre
• Communicate with Divisional Human Relations regarding any issues with payroll.
• Verify all new hires or employee changes are approved.
• Create 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.
• Responsible for preparing and posting the monthly staff work schedule, subject to supervisor's approval.
• Submit RRSP and Group Benefit documentation to THQ as required for processing.
• Help prepare and post all ministry unit job openings.
• Oversee and maintain files related to Praesidium and CCOHS training
• Maintain all volunteer files and ensure completed documentation is accurate
• Develop strategies and recommendations for volunteer development.
• Match volunteer skills with work activity and prepare task lists for volunteer guidance.
• Assist in planning Volunteer appreciation in coordination with Director or designates
  
  

Building and Maintenance

• Coordinate maintenance of ministry unit vehicles (regular service and upkeep).
• Distribution, recording and monitoring of all keys held by staff and volunteers.
• Point of contact for building maintenance issues.
• Inform Corps Officers of any building deficiencies and/or repair needs.
• Seek approval for maintenance repairs/concerns.
• Schedule and oversee monthly/annual contractual visits.
• In consultation with Corps Officers and management team, assist with oversight of ground maintenance (snow clearing, gardening, lawn care).
  
  

Invoicing and Receivables

• Replenish petty cash once the voucher amounts and tally are confirmed; complete periodic reconciliation of petty cash along with other related accounting duties Maintain an accurate, ongoing record of all donations; complete donor receipts for income tax purposes and send acknowledgement letters.
• Perform bank deposits and filing of bank records as needed.
• Process Moneris transactions.
• Send deposit reports to RAC if requested.
• Process accounts payable; review Agresso for bills to be processed for submission.
• Code and forward invoices for payment as directed
• Process accounts receivable, i.e., billing, quarterly reports.
  
  

Administrative support

• First point of contact to greet visitors, clients, contractors, community partners
• Perform general office duties such as answering and directing telephone calls
• Respond to inquiries via phone or in person
• Assist with email correspondence as required.
• Open, sort and distribute mail to appropriate recipients as necessary
• Log mail received and all cheque amounts
• Draft and type correspondence.
• Ordering and maintaining office supplies.
• Coordinate facility reservations for outside groups, ensuring that all the necessary details are completed
• Schedule appointments, meetings, preparing and distributing agendas and meeting minutes.
• Assist in preparation for any Ministry Reviews, accreditation, etc.
  
  

Information Technology

• Oversee and maintain Kitchener Community Church and Family Care Centre websites and social medica presence.
• Assist with preparation of promotional materials including presentations, brochures, and flyers.
• Preparation of Sunday Bulletin and worship slides as needed
• Ensure appropriate copyright licensing has been obtained and is current, when applicable.
• Complete program and administrative statistical data recording and reporting monthly into Salvation Army Management Information System (SAMIS)
  
  

Health and Safety

• Responsible for maintaining all health and safety related documentation (i.e., fire drill reports, house security checks etc.)
• Provide administrative support to WSIB claims 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 occupational health and safety committee.
• Work in compliance with the Ontario Health and Safety Act and Regulations and abide by The Salvation Army’s health and safety policies and procedure.
  
  

Perform other related duties as required which may including general administrative support, such as

MANAGERIAL/Technical RESPONSIBILITY

• This position reports to the Corps Officers or designate
• This position may oversee and instruct up to 10 Volunteers.
  
  

Financial And Materials Management

• Maintains, tracks, and safeguards petty cash
  
  

Working Conditions

• This is a permanent full-time position based on 37.5 hours per week.
• Flexibility in scheduling is required, some weekend and evening work may be required. (Seasonal, Special Events)
• The Supervisor will set the hours of work and work schedule.
• Working environment is typically in the office in generally comfortable conditions.
• This job requires reaching, bending, and stooping frequently, working in a sitting and standing position for periods of time.
• Ability to lift/move up to 29 lbs.
• Some travel up to 10% is required to complete bank deposits etc. Required to use the program vehicle.
  
  

Education, Qualifications And Certifications

• Completed two (2) years of Community College, i.e., graduate of a post-secondary program in finance or business administration.
• A Current CPR/First Aid Certification would be an asset or willingness to obtain.
• Non-Violent Crisis Intervention Certification would be an asset or willingness to obtain.
  
  

Experience And Knowledge

• Minimum of two (2) years of prior related experience, including administration, general accounting experience, and using of office equipment/tools
• Experience in Information Technology and non-profit, fund and branch accounting would be a definite asset.
• Valid Ontario Class “G” Driver’s License, 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.
  
  

Alternative combinations of education and experience may be considered.

Skills And Capabilities

• Maintain information in confidence as required.
• Participate as an active and responsible team member.
• Represent the organization in a professional and engaging manner.
• Treat the property of The Salvation Army with due care and caution.
• Self-motivated and disciplined.
• Competency in making and implementing effective decisions.
• Strong interpersonal skills, integrity, and adaptability.
• Strong oral and written communication skills
• Demonstrated ability to build positive, productive, and supportive relationships with the community, volunteers, and staff.
• Proficient computer skills in using all aspects of Microsoft Office.
• Attentive listening skills for the purpose of supervision, coaching, and conflict resolution.
• Ability and willingness 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.
  
  

Compensation

The target hiring range for this position is $45,401.98 to $56,752.47 with a maximum of $68,102.96.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.