Office Manager

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

POSITION DESCRIPTION

POSITION TITLE: Office Manager

LOCATION/DEPT: Harbor Light

REPORTS TO: Executive Director

PEOPLE MANAGER: Yes

FLSA CATEGORY: Exempt

STATUS TYPE: RFT

PAY GRADE: 405

PAY RANGE: $46,995 - $56,347

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 kids 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.

DEPARTMENT MISSION

To support the mission of The Salvation Army by overseeing administrative and operational functions that promote organizational efficiency, compliance, communication, and effective program support throughout Harbor Light Center

PROGRAM/CLIENT ENVIRONMENT

The backgrounds of the clients served by The Harbor Light Program will manifest a variety of inappropriate behaviors. When this occurs, employees are to respond within the context of the treatment environment of the site. Employee conduct (actions, dress, etc.) and interactions (conversations, written communications, etc.) with clients must also be within the treatment environment of the facility.

OUTCOMES

The Office Manager is responsible for overseeing daily administrative and operational support functions for Harbor Light Center. This position provides direct support to the Executive Director and leadership team by coordinating interdepartmental operations, administrative systems, communication processes, compliance support, and organizational initiatives.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Oversees daily office operations and administrative support functions across multiple departments.
2. Provides high-level administrative and operational support to the Executive Director and leadership team.
3. Coordinates communication, workflow, and operational support between departments.
4. Supervises administrative support staff and assigned office personnel.
5. Assists leadership with reports, budgets, grant documentation, requisitions, and purchasing requests.
6. Coordinates meetings, calendars, conference room scheduling, agendas, and meeting minutes.
7. Assists with organizational projects, audits, CARF preparation, and operational compliance initiatives.
8. Supports billing and administrative operations by coordinating with leadership and support staff.
9. Maintains confidential administrative records and reports.
10. Ensures departments have appropriate office supplies, equipment, and resources.
11. Drafts professional correspondence, reports, and internal communications.
12. Participates in leadership meetings and organizational planning efforts.
13. Supports a mission-focused work environment aligned with Salvation Army values.
14. 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: Associates or Bachelor's Degree in Business Administration, Healthcare Administration, Office Management or related field preferred.
• Experience: Minimum of 3-5 years of administrative, operations or leadership experience preferred.
• Experience in nonprofit, healthcare, behavioral health, social services or faith-based organizations preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and standard office equipment.

Skills/Abilities

• Familiarity with Salvation Army systems, policies, and reporting structures.
• Experience supporting compliance, accreditation, or grant-funded programs.

JOB LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Executive Director informed on all critical issues relating to his/her area of responsibility.
• This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work. Must be able to walk up two flights of stairs and lift up to 25lbs occasionally.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and PC.
• The work environment for this position includes an office environment with a low noise level.
• Must be able to work with clients that have poor social skills, suffer from mental illness, and have substance abuse problems.

COMPETENCIES

• Ability to maintain strict confidentiality.
• An attention to detail.
• Strong organizational, time-management, and attention-to-detail skills.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively in a team environment.
• Commitment to professionalism, integrity, and service.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• Supportive of the mission of The Salvation Army.

REPORTING RELATIONSHIPS

This position reports to the Executive Director.

In contacts related to this position's duties, this individual acts as a representative of The Salvation Army and its mission.

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.

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.