The Emergency Disaster Services (EDS) Administrative Assistant -11-001-Divisional Headquarters (DHQ)

Job Description

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 Administrative Assistant is the primary administrative resource for the department, supporting the full EDS and SE team with coordination, data management, reporting, and internal communications. This position is office-based at Divisional Headquarters and serves as a key point of contact between the department and other DHQ departments, as well as between DHQ and the field.

A central function of this role is managing the flow of information and administrative tasks across the department — submitting documents and requests into divisional systems, tracking data across multiple platforms, coordinating divisional communications to SE units and centers, and supporting seasonal programs. The Administrative Assistant is the primary author of bulk communications sent from the department to the field, while Field Representatives remain the primary relationship contacts for SE units in their respective regions.

The position operates with a high degree of independence, is trusted with sensitive departmental information, and may provide administrative guidance to staff and the field in the Director's and Deputy Director’s absence.

Essential Functions

Administrative & Departmental Support

• Coordinate scheduling, travel arrangements, and logistical support for EDS and SE team members.
• Manage departmental files, records, and shared documentation across Microsoft Teams, shared drives, and hard copies at DHQ.
• Compose memos, letters, reports, and communications for the EDS & SE Director and team.
• Submit contracts, HR items, purchase requests, program proposals, and property proposals into TSAMM; track status and follow up as needed.
• Process purchase requests and manage invoice submissions through the AP Workflow system.
• Input client assistance data into WellSky and maintain accurate records across other departmental databases.
• Order supplies requested by SE units and centers with Director approval; submit invoices for both departments.
• Support the Director with additional administrative tasks as assigned.

Field Communications & Seasonal Programs

• Serve as the primary coordinator for divisional bulk communications to SE units, SE centers, and Corps, including updates, surveys, seasonal materials, and divisional initiatives.
• Coordinate with Field Representatives to ensure communications are aligned and units are directed to their assigned rep for follow-up questions and support.
• Coordinate camp programming logistics, including distributing information to SE units and centers, processing and tracking applications, and arranging transportation for children attending Service Extension Camp.
• Support the organization of the Christmas Red Kettle Campaign, including tracking seasonal income data and volunteer/staff records.
• Assist with the organization of annual SE/EDS conferences, trainings, and special events, including producing event and training materials.
• Assist with digital giving, grant tracking, and other divisional fundraising support tasks.

Reporting & Data Management

• Collect monthly statistics from SE units, centers, and EDS; ensure all data is submitted into TSA systems on time.
• Compile and submit reports to the EDS & SE Director as needed.
• Assist with NSS reporting and EDS operations reports.
• Maintain volunteer files, including background checks, training records, and recognition documentation; maintain all files in a secure location.
• Act as liaison between SE centers, SE units, and EDS while maintaining confidentiality across all communications.

EDS Support

• Serve in a Finance & Admin Chief or Liaison Officer role during divisional emergency/disaster relief efforts as needed.
• Support the team with EDS administrative needs during activations and exercises.

Working Conditions

Ability to walk, stand, bend squat, climb, kneel, and twist on an intermittent or sometimes continuous basis. Ability to be able to lift up to 50lbs. Ability to grasp, push, pull objects such as file cabinet drawers and reach overhead. Ability to operate a computer, fax and telephone.

Minimum Qualifications

• Able to work independently, with little supervision.
• Ability to learn new tasks.
• Ability to maintain confidentiality.
• Excellent customer service required.
• Willingness and ability to learn new computer skills and programs.
• Protect the Mission Training within first 90 days of employment.

Skills, Knowledge & Abilities

• Driving test and clean MVR Check.
• Good written communication skills, both written and oral.
• Strong computer skills required.
• Attention to detail and basic math for finance paperwork.
• Team player.
• Employment contingent on passing Background Check.