Office Assistant

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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

This position assists in general office administration, as respective to personnel issues, camper registration and financial business of Camp Del Oro, in support of the Camp Director.

Business Duties:

• Support the Camp Director in the planning and the development of camp.
• Accounts Payable: Verify accuracy and process invoices, attach check request with proper accounting codes and send weekly to the divisional finance office for payment. Reconcile copies of these invoices to the monthly statement. Maintain a file for each vendor purging the files each year, ensuring retention for seven years.
• Accounts Receivable: Process all incoming payments immediately by entering into the Daily Cash Receipts Log. Attach Camp income form with proper accounting code to payments and send with copy of the daily cash receipt log daily to the divisional finance office. Reconcile checks to appropriate source.
• Petty Cash: Keep accurate financial records and reconcile funds. Collect money as necessary and ensure safekeeping.
• USDA Summer Food Service Program: Attend the annual training, submit the application, supervise, train and assist summer kitchen staff who are a part of the USDA program, follow guidelines, process camper eligibility forms, prepare and submit the monthly claims in compliance with due dates.
• Assist the Maintenance Team with maintaining property and equipment files.
• Oversee camp files and keep personnel, finance, summer program, rental, administrative and project files current.
• Support the Camp Director in maintaining proper documentation to support camping standards for accreditation in the American Camping Association.
• Assume full responsibility for proper functioning of the camp office in a businesslike manner.
• Order business and necessary other supplies for the summer camp program.
• Prepare camp administrative correspondence.
• Answer the telephone and process telecommunications. Supervise use of the office phone.
• Collect mail from the post office and the mailbox outside of camp. Distribute camper and staff mail.
• Ensure that camp inventories are current and filed for easy access.
• Maintain office supplies and small equipment inventory. Buy replacements as needed. Make recommendations for new equipment and maintenance needs.
• Maintain cleanliness of the office by disposing of trash, vacuuming, and dusting regularly.
• Perform clerical work as directed.
• Support Camp Director in American Camping Association Accreditation process.
• Assist the Camp Director in any other duties as requested to maintain a consistently high level of efficiency in the operation of the camp.

Personnel Responsibilities:

• Assist in the recruitment, selection and hiring of summer camp, permanent staff and volunteers.
• Provide the Divisional Human Resources Department with copies of all necessary new hire paperwork on a timely basis.
• Assist in the development and implementation of staff orientation for both summer and permanent camp staff.
• Assist the Camp Director with annual updates of the Summer Camp Staff Manual, staff application and brochures with regard to Salvation Army policy and American Camping Association standards.
• Prepare and transmit bi-weekly payroll to the divisional payroll office.
• Maintain all personnel records. Ensure retention of personnel records for two years.

Summer Camp Season:

• Work with the Camp Director and Youth Department to ensure reservations are made for summer camping program.
• Assist the Camp Director and Youth Department with annual updates of the Summer Camp Registration Manuals, camper application, and brochures with regard to Salvation Army policy and American Camping Association standards.
• Support Salvation Army Corps, Service Extension and other programs in the registration of their campers.
• Notify the Camp Director if the camper registration is below recommended camp occupancy. Assist with ensuring 100% of occupancy to provide a camp experience for as many children as possible.
• Register all campers in an efficient and thorough manner reviewing their application for medical needs, behavior concerns, and other information provided by the parent.
• Prepare a database of campers by camp attended.
• Prepare cabin and medication lists (by counselor), and camper departure lists (by corps or service extension unit).
• Organize and retain all camper registration, USDA Summer Food Service Program and medical forms. Camper forms must be kept for seven years past the age of majority.
• Prepare weekly summer camp billings in compliance with the Camp Registration Manual policies. Send billings to the Divisional Finance Officer, Finance Office and Camp Director.
• Establish office procedures and protocol for all staff regarding the use of telephone and office supplies.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

Education Requirements: High School Diploma or GED.

Skills: This position requires the ability to operate under stressful working conditions in a rapidly changing work environment with multiple priorities. The ability to communicate with all levels of management and personalities is essential. This position requires proficient computer skills in Microsoft Word, Excel, Publisher, Access and Internet Explorer. Experience in the camp environment is a plus. Clerical experience and strong organizational skills is required.

Driving Requirements: The employee will be required to drive a camp vehicle. The employee:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed would not result in undue hardship.