Administrative Assistant

DEPARTMENT: Administration

POSITION TITLE: Administrative Assistant

STATUS: Temporary Part-time - 29 Hours

Internal Candidate Identified

GENERAL STATEMENT :

The Salvation Army is a branch of the Christian Church and the ultimate goal of all programs is spiritual regeneration of all people.

The Salvation Army is an equal opportunity employer.

EDUCATION AND WORK EXPERIENCE :

• High School or GED - some college preferred
• Minimum of 1 year of experience in the following fields: secretarial, customer service, office administration.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED :

• Detail oriented
• Self starter
• Ability to work independently and as part of a team
• Strong work ethic with ability to model and maintain excellent time management skills and schedule adherence
• Strong use of the English language in verbal and written communication
• Excellent organizational skills
• Excellent telephone skills
• Ability to work in a fast-paced environment and maintain poise under pressure
• Must have excellent interpersonal skills, with emphasis on effectively working in a team environment and with a diverse population
• Must be able to cooperate with The Salvation Army policies and procedures and possess a willingness to follow these as required by The Salvation Army headquarters and administration
• Customer service mindset
• General accounting or bookkeeping knowledge
• Strong analytical and research skills
• Proficient typing skills
• Good grasp of Salvation Army business and finance protocols
• In accordance with TSA Substance Abuse Policy and Drug Free Workplace policy-non-use of any substance, including alcohol or any drug which might affect the health, safety, or well-being of a client, the public, other workers, and self while on the job or on Salvation Army premises.
• Must have a valid Montana State Driver's license and ability to pass TSA MVR check and in-house driving test
• Must complete and adhere to Protecting the Mission requirements and guidelines, including the ability to pass a TSA background check
• Ability and willingness to keep information confidential

SOFTWARE-RELATED SKILLS :

• Microsoft Word and Excel required
• Demonstrated experience working with email software required; Microsoft Outlook\, helpful
• Working knowledge of integrated database applications and ability to use new software programs (such as Great Plains, National Statistics System, Kettle Program, Portfolio) with basic training.
• Working knowledge of standard office equipment such as copy machine, fax machine, multiple phone line system, printers, etc.

SCOPE OF POSITION :

Provide administrative support to the Corps Officers and provide support to Helena Corps to help ensure the administrative needs of the corps are served.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Provide administrative support to Corps Officers including but not limited to:

1. Screening Corps Officers phone calls and determining the most appropriate resolution (directing the call, taking a message, assisting the caller)
2. Making phone calls as requested
3. Preparing and sending correspondence as requested
4. Filing
5. Preparing materials as requested (i.e. printing and copying etc.)
6. Running reports and compiling information/statistics as requested (i.e. GIK, TLP deposit log, Gift Card Inventory).
7. Sort, process and record all incoming mail with a second person
8. Complete all departmental filing (i.e. invoices, social services, HR, payroll).
9. Code all bills for approval by Corps Officer, scan and submit to AP Workflow.
10. Maintain vendor files
11. Maintain control and records of petty cash fund (including receipts) maintain appropriate level of cash on hand, balance monthly, request replenishment as needed
12. Maintain and control gas/credit cards of local businesses for purchasing supplies
13. Coordinate employee usage of company credit cards (not to include Chase Corporate Credit cards)
14. Prepare deposits (including sending income to Portfolio lockbox) and do the banking using a corps vehicle or submitting personal vehicle mileage for reimbursement. If unable to go to the bank, make arrangements with CO's to make deposit.
15. Maintain and control tithes - input tithes to Stewardship database preferably weekly but no later than monthly.
16. In coordination with DHQ, ensure the processing of new hire electronic paperwork and submit through TSAMM for approval.
17. Prepare and process all new hire forms I-9, ensuring accuracy and compliance with all pertinent guidelines.
18. File and maintain all personnel paperwork and records.
19. Approve employee timecards through Ultipro, ensuring accuracy, to include vacation, sick, and holiday pay.
20. Input employee sick time into Ultipro.
21. Review and approve the Payroll Register per DHQ's request.
22. Serve as seasonal worker payroll-liaison - prepare and transmit payroll for seasonal Christmas employees to third party labor company, in coordination with Corps Officer or Kettle Coordinator.
23. Complete and ensure volunteer paperwork is accurate, transmit to DHQ and maintain file record.
24. Maintain local driving records - process paperwork for all new drivers, ensuring compliance, and ensure annual driver renewal per DHQ notification and request.
25. Maintain a centralized file of personnel documents for all employees
26. Create physical files as needed
27. Maintain supply inventory and order replacement supplies as necessary
28. Serve as back-up for Receptionist
29. Perform other administrative functions as requested

PHYSICAL REQUIREMENTS :

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
• Ability to operate telephone
• Ability to operate a desktop or laptop computer
• Ability to lift up to 40 lbs. (usually food or file boxes, food boxes, Cambro's)
• Ability to access and produce information from a computer
• Ability to understand written information
• Ability to operate a motor vehicle
• Must have or obtain First Aid & CPR certifications

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 meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is a reasonable and no undue hardship would result.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.