Finance and Operations Assistant

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

POSITION DESCRIPTION

POSITION TITLE: Finance and Operations Assistant

LOCATION/DEPT: Winnebago County

REPORTS TO: Winnebago County Coordinator

PEOPLE MANAGER: No

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

PAY GRADE: 403

PAY RANGE: $17.08 - $20.49

OUTCOMES

The mission of The Salvation Army in Winnebago County will be supported through the effective oversight of the Finance areas. In doing so compliance with government mandates Salvation Army policy and procedure is achieved.

JOB SUMMARY

The Finance and Operations Assistant provides crucial daily business support to The Salvation Army Winnebago County by acting as the central processing link between local operations and the Divisional Headquarters (DHQ) accounting department. This entry-level role focuses primarily on systematic transaction coding, expense allocation, and invoice processing. Secondarily, the position handles essential administrative tasks, documentation, and calendar logistics to optimize leadership workflows. This role is strictly for data and scheduling processing; a financial or accounting degree is not required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Financial Tracking and Transaction Coding

• Accurately code all local transactions, purchase receipts, expense vouchers, and incoming donations according to pre-established Salvation Army accounting codes and charts of accounts.

• Review incoming vendor invoices, bills, and local check requests for correct coding and programmatic accuracy.

• Track payment due dates and follow up on approvals to ensure all coded vendor invoices are processed for timely payment.

• Aggregate and transmit weekly coded data logs, invoices, receipts, and deposit records to DHQ accounting for final disbursement.

• Generate, in coordination with DHQ, regular transaction snapshots, budget-to-date tracking spreadsheets, and basic financial data reports for leadership review.

• Administrative and Calendar Support

• Manage the Winnebago County Coordinator's calendar, vetting and coordinating appointment requests.

• Attend operational and advisory board meetings to capture and transcribe clear, professional meeting minutes systematically.

• Format, distribute, and archive finalized meeting records for future administration reference.

• Review incoming mail and correspondence, routing priority items to the Winnebago County Coordinator.

• Vehicle Fleet Logs and Space Coordination

• Route operational facility or vehicle issues immediately to the Facilities Department, which handles all physical inspections, registrations, and vehicle maintenance.

• Coordinate internal schedule reservations for chapel, community room, or multi-purpose spaces to eliminate programming conflicts.

• Accounts Payable

• Code invoices in preparation for payment.

• Work with vendors to obtain invoices and necessary documents to process payments.

• Work with Cops Accountant and DHQ to process weekly checks.

• Process prepared checks for mailing/distribution.

• Scan all invoices to DHQ for payment processing.

• Manage all charge accounts: Schnucks; WEX; Menards; Lowes; Tri-B; GFS.

• Bank Account Management

• Function as Administrator for Banking Account.

• Maintain records of Custodial accounts.

• Manage signers, passwords, and Positive Pay for online accounts.

• Programs

• Issue payments against grants when available.

• Prepare the reports needed for Social Services.

• Prepare and submit to DHQ Gifts in Kind report.

• Christmas Kettle Counting

• Count all kettles with volunteer team.

• Prepare and verify all income for deposits.

• Transport deposits to bank.

• Code and submit to DHQ all deposits.

• Track all kettle progress.

• Submit daily kettle totals to Register to Ring representative.

• Sunday Deposits

• Assemble congregational offerings for deposit.

• Record member cartridge (tithe) amounts and other giving in Excel spreadsheet.

• Stamp checks.

• Make copies of all checks.

• Complete Bank Deposit forms.

• Assist with transfer of deposits to bank.

• Following deposit of funds scan all deposit documents, check copies, and Excel spreadsheets to DHQ for posting to Acumatica ledger.

• General Deposits

• Assemble White Mail and Mail Appeal deposits.

• Complete bank deposit forms.

• Assist with transfer of deposits to bank.

• Following deposit of funds scan all deposit documents, check copies, and any corresponding documentation to DHQ for posting to Acumatica ledger.

• Reporting

• Assist with preparing reports for the Advisory Board, DHQ and Corps Councils when requested.

• Assist with the preparation of documentation for grant reporting when requested.

• Assist with special projects as needed.

• All other duties as assigned.

• OTHER DUTIES

• This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

• Education: High School diploma or GED equivalent.
• Experience: Previous experience with social service field or faith-based organization preferred.
• Demonstrated precision in financial data entry, transaction coding, clerical filing, or invoice tracking.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a computer.
• The work environment for this position includes an office environment with a low noise level.

COMPENTENCIES

• Good communication and interpersonal skills.
• Knowledge of the principals of accounting.
• Demonstrated ability to use initiative and be a self-starter.
• Knowledge of effective and efficient methods for organizing, maintaining and securing information with an attention to detail.
• Ability to operate all general office equipment.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• Supportive of the mission of The Salvation Army.
• Strong written communication skills with explicit experience drafting summaries or meeting minutes.
• Proficiency in Microsoft 365 core applications (Word, Excel, Outlook) and SharePoint for document management and collaboration.
• High level of professional discretion when handling confidential organizational and donor data.

REPORTING RELATIONSHIPS

• This person reports to the Winnebago County Coordinator.
• This person also works alongside the department accountant at DHQ.

PERFORMANCE MEASURES

• This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy and completeness of accomplishing assigned goals.

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Winnebago County Coordinator Designate and the Finance Coordinator informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

THE SALVATION ARMY 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