Business Administrative Assistant

Job Description

Job Description

POSITION: BUSINESS ADMINISTRATIVE ASSISTANT

DEPARTMENT: PORT ANGELES CORPS

SUPERVISOR: CORPS OFFICERS

STATUS: REGULAR FULL-TIME; NON-EXEMPT

SCHEDULE: Monday, Wednesday, Friday 7:45am – 2:45pm, Tuesday and Thursday 7:45am – 4:15pm

Join a team where you can offer compassion, dignity, and sustainable opportunities for people in need in your local community!

The Salvation Army is an inspiring place to work. With offices in every major US city and over 120 countries around the globe, it’s a place where people can invest in people on every level. In the Northwest region of the US, we serve people with food to shelter opportunities and almost everything in between. We are committed to being an efficient and effective network of local offices that make up a huge western region team. In other words, we’re committed to being big and small at the same time. That makes us a seriously great place to work. As one of the most impactful social service organizations in the world, we hire people who constantly seek new ways to keep us moving forward. We welcome you on finding your place to offer opportunities for people in need!

The Salvation Army 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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

A. BASIC PURPOSE

The purpose of this position is to provide administrative, kitchen and food bank support for the Port Angeles Corps

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

*** Applicant must have Clean Driving Record

ADMINISTRATION:

• Responsible for the day-to-day operation of Port Angeles Corps if the Officers are unavailable.
• Open/Close the building as required.
• Answer and/ or respond to phone calls received to the office and either assist them, or direct them to the proper employee
• Greet clients and all who come in the building
• Daily scheduling for showers
• Checking in for meals and input to computer
• Maintain current and accurate computer files and statistical data
• Maintain lobby area which includes but is not limited to: receiving donations, flyers, brochures, etc.
• Assist with AP/AR requirements as requested and needed.
• Assist with Banking/Deposits
• Supervise staff of the Feeding Program and Hope Market as needed
• Work towards recruiting volunteers for kitchen help, cleaning help, Hope Market workers, bell ringers and Christmas assistance workers.
• Responsible for the proper recording, disbursing and reporting of in-kind donations.
• Be the Safety Coordinator for location and lead safety meetings as needed
• Assist Corps Officers as needed.

SEASONAL RESPONSIBILITIES:

• Assist with seasonal assistance signups, volunteer coordination, toy/food sorting and distribution
• Assist with donor relations for the angel tree program
• Assist with volunteers and paid workers scheduling for kettles.
• Assist with kettles being delivered and picked up during the Christmas Season
• Seasonal Assistance data entry throughout the Christmas Season.

DRIVING

• Maintain maintenance records for all vehicles, reporting all necessary repairs and working with officers to schedule all work to keep the vehicles in good working order.
• Drive for meetings and bank deposits, various errands.
• Maintain all required driving records per The Salvation Army requirements.

KITCHEN / HOPE MARKET

• Coordinate food ordering with kitchen staff and Corps Officers.
• Coordinate volunteers working in the kitchen and Hope Market operations. Maintain volunteer registration, training, hours of work and report each to Corps Officers.
• Assist with food distribution on Tuesday and Thursday Hope Market days, working with staff and volunteers.
• Maintain records of donated food through Food Lifeline, walk in donations and preparing “Gift in Kind” reports as necessary
• Assist Corps Officers, as requested, with correspondence and follow-up as appropriate, monitor all incoming phone calls, taking messages as necessary, coordinating calendars, and scheduling meetings.
• Maintain Child Safety database and all other related documents and records.
• Assist as requested, in various programs and seasonal activities and events, including those held off-site and off-hours.
• Assist in kitchen as needed to cover for illness or absences.
• Assist in inventories for TEFAP and EFAP reports at the end of each month

BUILDING MAINTENANCE

• Oversee that all areas of buildings and grounds are cleaned and maintained adequately
• Responsible for keeping all areas in Office area vacuumed, dusted and trash emptied as needed.
• Oversee general maintenance of property and with the approval of the Corps Officers secure outside venders for needed repairs.

C. KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

1. Education Requirements

• • High School diploma required or GED equivalent; some college preferred and at least two years’ administrative or professional experience.

Skills

• Must be able to work with minimal supervision, be prepared to encounter a variety of assignments and
• timelines and maintain confidentiality of sensitive materials and information.
• Must be able to take instruction and be able to manage change.
• Strong use of the English language in verbal and written communications.
• Must be proficient in computer programs such as Microsoft Office (including Word, Excel, PowerPoint and Publisher), Lotus Notes electronic mail and mail merge.
• Must demonstrate good judgment, act and dress in a professional manner.
• Must have some familiarity with the purpose and goals of The Salvation Army.
• Must be able to work with a team and with multiple supervisors.
• Must have Valid WA driver’s license, clean DMV and be able to meet fleet safety driving guidelines.

D. PHYSICAL REQUIREMENTS:

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
• Ability to grasp, push, and/or pull objects
• Ability to reach overhead
• Ability to operate telephone
• Ability to lift up to 50 lbs.
• Ability to operate a computer
• Ability to process written, visual, and/or verbal information
• Ability to operate basic office equipment and tools
• Must be able to use basic warehouse equipment such as dollies and pallet jacks.

Qualified individuals must be able to perform the essential duties of the position with or without accommodations. A qualified person with a disability may request 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 as long as the accommodations needed are reasonable and cause no undue hardship.

Equal Employment Opportunity Employer. Minorities/Women/Veterans/Individuals with Disabilities.

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A generous benefits package is included with full-time positions: paid holidays, vacation time, sick time, and medical, vision, and dental insurances.

Health Insurance: Low bi-weekly premiums ($39.23) for employee only coverage, Kaiser HMO for those residing in a Kaiser service area, Anthem EPO/PPO is available for those residing outside of a Kaiser service area. Voluntary +1 and +family coverage at additional cost. Delta Dental DHMO and DPPO dental insurance offered starting at $2.31 bi-weekly cost. Employees are covered by an employer paid life insurance policy. Voluntary supplemental life, short-term and long-term disability plans are available.

Retirement Plans: Employer-funded Money Purchase Pension Plan (Defined Contribution Plan) 50% vested at 5 years eligible service time, employee funded voluntary 403(b) options

Parental Leave: Benefit will be one week (5 business days) of paid leave at the employee’s normal rate of pay for births, adoptions and foster placements.

Sick Leave: 12 days annually accruing from day one, eligible for use after 3 months’ service time.

Paid Vacation: 2 weeks annually accruing from day one, for non-exempt positions. 4 weeks annually accruing from day one, for exempt positions. Accrued vacation eligible for use after 6 months’ service time.

Paid Holidays: 13 designated holidays + 1 floating holiday per year