Administrative Assistant to General Secretary

Job Description

Job Description

OVERVIEW:

The Business Department Administrative Assistant is responsible for carrying out the preparation and communication of the CFC agenda, invoice processing, vehicle paperwork, the processing of general liability and vehicle loss claims, and insurance certificates. In addition, the incumbent will provide administrative, special project coordination and support for the General Secretary/Divisional Secretary for Business. Additionally, will provide relieve coverage to reception desk personnel during planned vacation period, absences and as needed at moments’ notice.

DUTIES AND RESPONSIBILITIES:

• Upload invoices to AP workflow
• Prepare and process all weekly income deposits for armored car service pick-up
• Enter and process all vehicle licensing and permits and maintain all vehicle records (including titles)
• Maintain vehicle records in UpKeep (online database)
• Process all FasTrak equipment, invoices, and inform units of any toll payments required
• Coordinate with units on all vehicle matters
• Supervise DHQ floaters including sign-outs and maintenance
• Preparing the CFC business items agenda and follow-up with TSAMM notifications as needed
• Coordinate annual CFC schedule setting up/cancelling meetings as needed
• Manage General Secretary/Divisional Secretary for Business Outlook email inbox and answer routine emails
• Manage and maintain General Secretary/Divisional Secretary for Business schedules including making appointments, distributing meeting reminders, and informing appropriate staff
• Coordinate the reporting, processing and recording of all general liability claims for the division
• Process requests for Certificates of Insurance for the division
• Coordinate with the property department for lease and other contracts requiring CFC approval
• Monitor the return of completed certificates and ensure immediate distribution of the same to local units
• Maintain accurate records of all current and expired COIs
• Oversee the reporting, processing, and recording of all vehicle loss claims for the division
• Report and process insurance claims for DHQ vehicles
• Maintain accurate records of all current and closed claims
• Ensure that all units have up-to-date insurance claims report instructions
• Ordering new, replacement, or cancel vehicle fuel cards
• Adding and deleting users to and from the vehicle fuel card system (PIN)
• Back up support to the Property Department (answer phones, monitor cameras, greet guest, and process mail)
• Other related duties as required

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent (required)
• CA driver’s license (required)
• Experience as an Administrative Assistant (2 years preferred)
• Experience with Microsoft programs
• Experience with data entry

SKILLS AND ABILITIES:

• Detail oriented
• Excellent organizational skills
• Great communication skills
• Ability to multi-task

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:

The employee acknowledges that he/she has been informed and understands The Salvation Army’s religious purpose and status as a church. The employee agrees that he/she shall do nothing to his/her relationship with The Salvation Army as an employee to undermine its religious mission. The employee agrees and understands that his/her services are a necessary part of The Army’s religious purposes and his/her work-related conduct must not conflict with, interfere with, or undermine such religious programs or The Army’s religious purposes.

At-Will:

I hereby understand and acknowledge that, unless otherwise defined by applicable law, any employment relationship with this organization is of an “at will” nature, which means that the Employee may resign at any time and the Employer may discharge the 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.