Office Coordinator - 11-190 - SC/ Camp Daley & Gilmore

The Salvation Army Southern California; Calabasas (CA); On-site; USD 29,000 - 32,000; Full time

Job summary

The Salvation Army Southern California is seeking an Office Coordinator to support the camp office operations and provide organizational assistance to the Camp Director and TSA Youth Department. The role includes HR tasks, payroll records, and coordinating communications, deposits, and store operations.

Responsibilities include overseeing hiring, maintaining records, preparing monthly statistics, and supporting summer camp activities.

Qualifications

• Ability to effectively communicate orally and in writing.
• High school diploma or GED equivalent required.
• Visual and auditory ability to identify and respond to hazards of the site and facilities.
• Physical mobility and endurance for long periods of standing or walking.
• Exposure to sun, heat, and other environmental conditions.
• Ability to lift 25 pounds or more.

Responsibilities

• Support proper functioning of the camp office in a businesslike manner.
• Provide organizational support to the Camp Director and TSA Youth Department.
• Oversee office functions including hiring processes and HR documentation.
• Assist with payroll records and financial duties as assigned.
• Coordinate communications, mail handling, and deposits.
• Assist with Camp Store operations and guest group hosting.
• Ensure invoices and accounts are properly coded and transmitted.
• Prepare monthly statistics and maintain confidential information.

Skills

Communication skills

Supervision experience

Independence/ability to work alone

Customer service

Attention to detail

CA driver’s license

Education

High school diploma or GED

Job description

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.

Position Summary

The Office Coordinator is responsible for supporting the proper functioning of the camp office in a business manner and providing organizational support to the Camp Director. Additionally, this position assists the Camp Director and TSA Youth Department with administrative tasks related to summer camp operations.

Pay Range: $21-23

Essential Functions

• Encourage the professional and growth of staff under your care.
• Maintain high standards of health, safety, cleanliness, and organization within the Camp office areas. This includes ensuring office equipment is functioning properly and serviced regularly.
• Maintain records in an organized fashion and adhere to retention policies per TSA policies and procedures.
• Oversee the hiring process, from job posting through onboarding, including all testing requirements.
• Prepare and process all HR-related paper for the location.
• Assist camp leadership with all employee documentation and training.
• Coordinate with supervisors to collect completed employee evaluations and ensure they are submitted to you and DHQ in a timely manner
• Supervise dispensation of office material in an efficient and systematic manner. Maintain an inventory of office supplies and equipment and order when needed and approved.
• Manage the general communications of Camp via phone and opening and sorting of daily mail.
• Assist in collecting monies as necessary and ensure proper handling and accounting of these funds, including bank deposits.
• Complete check requests.
• Ensure all camp invoices are properly coded, entered, and transmitted to the appropriate DHQ accounting apps.
• Maintain staff and payroll-related records, including records of staff timekeeping requests when needed.
• Perform general financial duties as assigned by the Camp Director and DHQ leadership.
• Be familiar with camp accounts and service companies.
• Prepare and submit monthly statistics as assigned.
• Keep confidential any information obtained from the office, including information seen, heard, or written.
• Assist in taking and preparing Camp Council minutes and support the Camp Director in coordinating those meetings.
• Assist with the Camp Store (canteen) including cleaning, inventory, purchasing, and deposits.
• Perform all other duties as assigned including hosting guest groups/working occasional evenings/weekends.
• Work with the DHQ representative to oversee the USDA program, including the application process. Coordinate with the Food Service Manager to provide all documentation needed to complete program requirements.
• Assist with Guest Services in collecting required documents from groups and submitting them to TSAMM for DHQ approval. Assist Group Coordinator(s) with the billing of groups.

During The Summer Camping Season

• Oversee camp registration through communication with Salvation Army Corps and youth leaders.
• Oversee required documentation and processes for summer staff hiring.
• Refer to Rolling Calendar for Office Coordinator summer prep tasks.
• Communicate anticipated camper numbers to the Camp Director and Food Service Manager.
• Work with the Camp Director to support preparation for ACA and CCCA accreditation visits and reports.
• Provide direction and supervision to both the Camp Daley and Gilmore seasonal secretaries.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects. Ability to operate computer, fax and telephone. Ability to lift up to 25 lbs.

Minimum Qualifications

• Ability to effectively communicate orally and in writing.
• High school diploma or GED equivalent required
• Visual and auditory ability to identify and respond to environmental and other hazards of the site and facilities, camper and staff behavior.
• Physical mobility and endurance to perform tasks while standing or walking for long periods of time (60 minutes or more).
• Operate with daily exposure to the sun, heat and other environmental conditions.
• Ability to lift 25 pounds or more.

Skills, Knowledge & Abilities

• Knowledge of The Salvation Army mission, philosophy, culture, protocol and organization.
• Must have ability to work well independently in a detailed, professional and courteous manner.
• Combination of college education, training and/or experience in the camping industry.
• Friendly and personable. Excellent customer service skills required.
• Must be 18 or older.
• Experience in supervision of staff.
• Must have good communication skills, and pay close attention to detail.
• Possess a valid CA driver's license.

Please Note

Due to the particular camp program in session, you may be asked to assist in other duties not directly listed in this job description. This is necessary for a smooth operation of camp. Staff members are expected to be flexible and cooperate cheerfully.

This position description has been assigned to indicate the general nature and level of work performed by employees in this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all responsibilities and qualifications required of employees assigned to this position.