Operations Director

THE SALVATION ARMY

North and Central Illinois Division

JOB DESCRIPTION

JOB TITLE:                            Operations Director               

LOCATION/DEPT:                Springfield IL

REPORTS TO:                       Corps Officer(s)

PEOPLE MANAGER:           Yes

FLSA CATEGORY:              Exempt, Salaried, Full Time

PAY GRADE:                        408

PAY RATE:                           $60,817-$74,500 Annually

WHO WE ARE

At The Salvation Army, we are dedicated to “Doing the Most Good”. We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for youth after school and on the weekends, achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

As part of executive management team to serve as a resource to the Corps Officers, Directors, and program supervisors/managers regarding personnel issues, policies, facilities, property, equipment, technology and other issues affecting operations. To ensure that the business practices are conducted with integrity in a moral and ethical manner according to Salvation Army policy and procedures.  Responsible for direct supervision of business staff. Must be a team player and perform well with minimal supervision.

Provides comprehensive leadership and operational oversight for all business, financial, human resource, property management, and information technology functions to support effective mission delivery and organizational sustainability. Serves as a key member of the leadership team by partnering with Corps Officers, department leaders, divisional staff, and community stakeholders to ensure sound financial stewardship, regulatory compliance, efficient operations, and strategic resource management. Responsible for budget development and monitoring, financial reporting, payroll administration, employee relations and workforce support, facilities and property oversight, contract administration, technology infrastructure management, and organizational policy implementation. Coordinates major projects, supports fundraising and grant initiatives, maintains critical organizational records, and ensures compliance with Salvation Army policies as well as applicable local, state, and federal regulations. Provides direct supervision and development of key administrative and operational staff while fostering a collaborative, service-oriented, and mission-focused work environment.

Business

• →Provide business oversight to Corps and potential Retail Store operations.
• →Supervise, schedule, monitor, and evaluate work performance of Store Manager, Facilities Manager, Business Administrator, and Community Center Director.
• →Partner with Social Ministries Director and Development Director to provide appropriate financial information and budgets for grant applications.
• →Investigate and reconcile audit findings.
• →Review and submit all contracts with contract face sheets to DHQ for approval and signatures.
• →Assist with United Way proposals and reports for approvals and submission.
• →Attend Advisory Board Meetings.
• →Participate in administrative and staff meetings corresponding with responsibilities.
• →Prepare written reports for Advisory Board, Corps Council, Finance Committee, and Property Committee and attend relevant meetings.
• →Maintain appropriate records for all income sources and submit necessary reports.
• →Coordinate large purchase items or projects, including obtaining bids, obtaining approval through numerous levels of authority, and following through on item or service delivery and payment.
• →In coordination with Corps Officers establish policies and procedures and ensure they are followed.
• →Assist with Christmas Kettles and other fundraising as needed.

Volunteer Recruitment & Social Media Management

• →Recruit, screen, train, schedule, and support volunteers to meet program and organizational needs.

Finance

• →In coordination with Corps Officers, Department Heads and divisional accounting staff compile and present proposed budgets and periodic revisions for approval.
• →Prepare monthly finance reports and special financial reports as needed.
• →Track and analyze financial reports, reconciliations, budget variances and financial trends for all programs to ensure budget compliance; communicate significant discrepancies to Corps Officer and program heads. Communicate need for revisions to Corps Officer.
• →Process all receipts and process bills to include payment and accurate coding. Maintain records in accordance to Salvation Army policy.
• →Consult with Corps Officers and department heads regarding program needs and related budget requirements.
• →Monitor accounts payable to ensure timely payment of all invoices.
• →Monitor cash flow – utilize cash reserves as needed to stay current on invoices.
• →Coordinate and attend Finance committee meetings. Take and distribute minutes.
• →Assist with the proper classification of income and expenses in line with the established Chart of Accounts and the approved budget.
• →Review invoices and checks for proper documentation and authorizations.
• →Work with DHQ bookkeeper to respond to and adjust accounting functions.

Human Resources

• →In coordination with Divisional Human Resources, manage employee recruitment needs, assisting with interviews, gathering, and submitting paperwork for employees and prospective employees as needed.
• →Oversee employee training, including Safe from Harm. Advise other supervisors on training and disciplinary practices to ensure consistency and compliance with all Divisional, locals, state, and federal regulations.
• →Maintain accurate knowledge of Employee Handbook and its addendum. Ensure all employees have access to these documents and aid in answering questions to enhance compliance.
• →Conduct, arrange, or approve staff training opportunities.
• →In partnership with the Corps Officers and the Divisional Payroll Team, process payroll submissions for all employees. Ensure payroll reporting complies with all Divisional, local, state, and federal guidelines.
• →Manage the paid time off needs and requests for all local employees ensuring adequate attendance standards.
• →Maintain positive work atmosphere through appropriate conflict management, courteous demeanor, and professional and appropriate communication practices.
• →Maintain confidentiality in all that’s done.

Property Management

• →Coordinate property & equipment matters including preventative maintenance, securing bids, overseeing construction/repair work, overseeing work of vendors, etc. Ensure compliance with all building code requirements.
• →Coordinate and attend property committee meetings. Take and distribute minutes.
• →Secure & submit bids for approval to Advisory Board and DHQ for repairs or upgrades.
• →Submit and track insurance claims to Chesterfield Resources for property and vehicle claims.
• →Assure compliance with fire safety, OSHA, licensing, and health standards, etc. for all facilities, employees, and programs. Conduct regular inspections of programs and facilities with relevant staff.
• →Information Technology (IT)
• →In coordination with Divisional I.T., manage and maintain computer system, key system, security systems and camera systems, office phone system, internet, copy machine, Pitney Bowes, etc. for all TSA Springfield properties Maintaining computer network servers.
• →Workstations – set up users, install programs, upgrades, hardware and software maintenance and support as needed.
• →Train staff or arrange training for software and hardware as needed.
• →Recommend and requisition new equipment as needed.
• →Ensure that all Army files are stored in an organized fashion and on network or cloud drives for security.
• →Manage and be knowledgeable about the O365 environment.

Administrative Expectations

• →Successfully satisfy the training requirements associated to the position and as required by The Salvation Army.

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:

Bachelor’s degree in human services, business management or related degree preferred; significant related experience may be considered in lieu of a degree.

Experience:

Three years of leadership experience within not for profit and business related operations is encouraged. The qualified candidate will also have experience in ….

Skills/Abilities

• →Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills and work as a cooperative team member.
• →Close attention to detail and a high level of confidentiality
• →Ability to multi-task several projects concurrently
• →Must have an interest and ability to work with people of diverse racial, ethnic, and socio-economic backgrounds in a sensitive and culturally appropriate manner.
• →Ability to establish and implement policies and procedures.
• →Demonstrated awareness of budget resources and cost control, as well as planning and administering budgets.
• →Proficiency in computer software applications, including demonstrated experience in using email, MS Office applications.

JOB LIMITATIONS

• →This individual will only commit resources of The Salvation Army that have been allocated or approved.
• →This individual will adhere to all policies and procedures in carrying out the responsibilities of this position. The individual will keep the designated Supervisor informed of all critical issues relating to their area of responsibility.

• This position may be required to do light to moderate physical work. Sometimes heavier.
• To successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment including a PC and potentially make public presentations/interactions.
• The work environment for this position includes an office environment with a low to moderate noise level.
• This individual must be able to travel to meet the needs of the position. A valid MVR is required.

• This position reports to the Corps Officer(s).
• In context related to this position’s duties, this individual will interact with a wide range of contacts both internal and external. In these contacts he/she will act as a representative of The Salvation Army and its mission.

• Maintain a positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. 
• Resolve conflicts in a positive manner.
• Treat staff, clients, and visitors with courtesy.
• Respect others’ property and person.
• Use professional and appropriate communication to and about co-workers, supervisors and subordinates. 
• Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

• This individual will be evaluated on how effectively the outcomes of this position are achieved. Timeliness and accuracy of accomplishing assigned goals will be reviewed.  An evaluation of how effective service is provided. Performance will also be determined by outcome information provided during weekly staff meetings and monthly reports.

• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.      

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