Job Description

DUTIES AND RESPONSIBILITIES:

1. Reconcile operating and store accounts. Secure signature of Administrator. Give bank statements to bookkeeper. File cancelled checks.

2. Maintain personnel files including applications, W-4's, merit increases, job changes, terminations, disciplinary warnings, benefit accruals, etc. This may include completing some forms for the Administrator's signature.

3. Maintain I-9 file. Verify all forms are complete.

4. Enter new hires, rate changes, terminations, etc. into the payroll system.

5. Assist Administrator in maintaining accurate Time and Attendance records.

6. Learn to troubleshoot the Time and Attendance system.

7. Audit eligibility/payment of paid absences (vacation, sick, etc.)

8. Enter prepays and void outstanding from previous payroll. Enter prepays written or voids done since the last payroll.

9. Complete payroll and submit to Administrator or designee for approval. Once approved, transmit to Paychex.

10. Receive payroll (less checks) and review register for accuracy. Notify bookkeeper of any checks to be voided

11. Complete bi-weekly worksheet, prepare voluntary deduction checks, and balance payroll. Give payroll summary sheet to bookkeeper for cutting of payroll funding check.

12. Deposit operating check for payroll into payroll account.

13. Prepare any needed hand checks. (Voluntary deductions. employee terminations, miscalculated payroll errors, etc.)

14. Submit payroll to Administrator for audit and approval.

15. File printouts, stamped duplicate deposit ticket, and time cards.

16. Compute Christmas and Store Bonuses.

17. Complete employment inquiries.

18. Maintain file of house help vouchers marking each voucher with pay period it was paid.

19. Review quarterly reports from Paychex for accuracy.

20. Review W-2's for accuracy. If a pension investment was made for an employee during the calendar year, make sure the “Pension Box” is marked with a “Y.” During the final payroll in December, if an employee is not to continue receiving pension payments, unmark the “Pension Box” when processing the 4th quarter pension invoice via the Paychex system. Remember to also unmark the “Pension Box” in the calendar year, after the payroll system creates the new year.

21. Produce 1099's at year-end from payroll system reports. Mail originals to vendors. File copies with government and keep copy for Salvation Army record.

22. Maintain Chesterfield health and life insurance program information. Submit information to Chesterfield by 5th of the month. Provide billing and department breakdown to Bookkeeper.

23. Review payroll system records to be sure all health and life insurance deductions agree with Chesterfield enrollments.

24. Process personnel insurance claim forms (disability, workers compensation, life insurance, etc.)

25. Complete quarterly pension remittance forms including new enrollments, terminations, annual salary changes, etc. Review Paychex records to be sure pension box is checked Provide department breakdown for cutting of check to bookkeeper.

26. Act as custodian for secondary petty cash fund. Review vouchers for completeness supporting documentation adding machine tapes, signatures and approval etc. before releasing cash.

27. Issue purchase orders under the guidelines established by the Administrator.

28. Review daily sales sheet for accuracy, gaps in Z totals (indicate on store voucher the reason opening Z differs from prior days closing Z), completeness including listing of checks, credit card slips and batch summary, void slips, exempt sales, gift certificates validation for both sale and redeeming, signatures, etc. Validated deposit ticket MUST be attached.

29. Enter daily sales sheets into the computer, proof the edit list, and update. On a weekly basis, write checks to transfer funds into the Operating account according to the balance sheet totals.

30. Do invoices for welfare sales and mail. Place copy of invoice in open invoice folder. When payment of a welfare sales invoice is received, mark invoice paid, move copy from open invoice folder to paid invoice folder, noting receipt number for payment. Enter new store voucher in store program (exclude from accounting) and give check to Bookkeeper for receipting and deposit. Receive reconciled payroll bank statement from Bookkeeper. Review and follow up for aged outstanding checks.

31. Process DMV inquiries on all drivers and Production Assistants.

32. Submit a list of employee anniversary dates for the next month, by department, to the Administrator to distribute to department supervisors for the employee’s annual review.

33. Act as custodian for secondary petty cash fund. Review vouchers for completeness, supporting documentation adding machine tapes, signatures and approval etc. before releasing cash.

34. Attend training conferences as requested by Administrator and/or Command Headquarters.

35. This position will support the work therapy program component of The Salvation Army Adult Rehabilitation Centers by providing to beneficiaries; an example of professional conduct, work habits, and supervision (as directed by Supervisor).

QUALIFICATIONS:

1. High school diploma or equivalent.
2. 1-2 years related work experience.
3. Detail oriented.
4. Strong computer skills.
5. Ability to handle sensitive and confidential information.

Company Description

Through the collection and resale of gently used goods we are able to provide the financial support to assist men and women with a variety of social and spiritual afflictions. The in-residence rehabilitation program focuses on basic necessities with every man or woman being provided a clean and healthy living environment, good food, work therapy, leisure time activities, group and individual counseling, and spiritual direction. All our effort is focused on developing life skills and a personal relationship with God through Jesus Christ. More than just a job, each member of the team contributes to recycling goods that literally recycle and repair broken lives.