Property & Contracts Assistant

OVERVIEW:

The Property & Contracts Assistant supports the work of the Property & Contracts team. The Assistant also reviews, completes, and submits property tax welfare exemptions to County Assessors, reviews property tax bills for accuracy and submits for payment, and ensures the asset inventory management system remains up to date.

DUTIES AND RESPONSIBILITIES

• Ensure compliance with The Salvation Army (TSA) policies and procedures in all areas of responsibility
• Maintain complete and organized electronic files
• Receive, review, and process all Facility Use Agreements for approval
• Prepare small project contracting documents as requested by the Director or Project Facilitator
• Deliver contracting documents to filed personnel with Track Changes enabled for negotiation with the other party
• Review and submit contracts to Legal Department for review
• Perform daily check of all outstanding requests for review by the Legal Department; update project record accordingly and notify Director and/or Facilitator of review completion
• Submit to Territorial Headquarters all contracts and property projects recommended by the Command Finance Council, and track through final approval
• Obtain signatures of authorized signers on all approved contracting documents
• Record invoices in project workbooks, ensure budget allowance, and ingest and code project invoices in A/P Workflow for payment
• Submit property add/change/delete documentation to Territorial Headquarters relevant to the purchase or sale of real property
• Prepare annual Welfare Exemptions and supporting documentation for all eligible properties to be submitted to the State of California two weeks before the February 15 submission deadline
• Review, record, and prepare all Property Tax bills for Director's signature; transmit to accounting for payment at least two weeks prior to the due date of the first installment (normally November 5).
• Assist field units in the proper completion of Business Property Statements
• Update unit inventories quarterly to reflect new purchases
• Coordinate Corps Officer annual certification of unit inventories for completion by September 30
• Act as backup to answer incoming calls on the building's main line and direct callers to the correct person for assistance
• Monitor the building camera system for intruders and provide access as necessary
• Report security issues immediately to the Building Manager and call for appropriate assistance; provide documentation when required
• Provide direction and information during emergency situations
• Assist in the processing of DHQ mail
• Provide coverage to other staff during breaks and meal periods as needed
• Other related duties as required

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent (required)
• Experience with Microsoft Office programs (required)
• Bachelor of Science in Business Administration or equivalent (preferred)
• Experience with property management, contracts, and building maintenance & repair (preferred)
• Experience with Adobe Acrobat Pro DC and Adobe Sign (preferred)

SKILLS AND ABILITIES:

• Detail oriented
• Team player
• Ability to work independently
• Ability to maintain strict confidentiality regarding contracting
• Ability to communicate effectively

EQUIPMENT USED:

• Modern Office Equipment and Relevant Software

PHYSICAL REQUIREMENTS

• Ability to lift up to 25 lbs. (Usually file boxes)

ADA Statement:

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 if the accommodation needed is reasonable and no undue hardship would result.

Acknowledgment of Religious Purposes of The Salvation Army:

Please note that The Salvation Army has a religious purpose and status as a church. We ask our employees that they do nothing to their relationship with The Salvation Army to undermine its religious mission. Employees must agree and understand that their services are a necessary part of The Army's religious purposes and their work-related conduct must not conflict with, interfere with, or undermine such religious programs or The Army's religious purposes.

At-Will:

Any employment relationship with this organization is of an "at-will" nature, which means that an Employee may resign at any time and the Employer may discharge an Employee at any time with or without cause. It is further understood that this "at will" employment relationship may not be changed by any written document or by conduct unless such change is specifically acknowledged in writing by an authorized executive of this organization.