Administrative Assistant

Administrative Assistant

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 include:

• Screening Corps Officers phone calls and determining the most appropriate resolution (directing the call, taking a message, assisting the caller)
• Making phone calls as requested
• Preparing and sending correspondence as requested
• Filing
• Preparing materials as requested (i.e. printing and copying etc.)
• Running reports and compiling information/statistics as requested (i.e. GIK, TLP deposit log, Gift Card Inventory).
• Sort, process and record all incoming mail with a second person
• Complete all departmental filing (i.e. invoices, social services, HR, payroll).
• Code all bills for approval by Corps Officer, scan and submit to AP Workflow.
• Maintain vendor files
• Maintain control and records of petty cash fund (including receipts) maintain appropriate level of cash on hand, balance monthly, request replenishment as needed
• Maintain and control gas/credit cards of local businesses for purchasing supplies
• Coordinate employee usage of company credit cards (not to include Chase Corporate Credit cards)
• 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.
• Maintain and control tithes – input tithes to Stewardship database preferably weekly but no later than monthly.
• In coordination with DHQ, ensure the processing of new hire electronic paperwork and submit through TSAMM for approval.
• Prepare and process all new hire forms I-9, ensuring accuracy and compliance with all pertinent guidelines.
• File and maintain all personnel paperwork and records.
• Approve employee timecards through Ultipro, ensuring accuracy, to include vacation, sick, and holiday pay.
• Input employee sick time into Ultipro.
• Review and approve the Payroll Register per DHQ's request.
• 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.
• Complete and ensure volunteer paperwork is accurate, transmit to DHQ and maintain file record.
• Maintain local driving records – process paperwork for all new drivers, ensuring compliance, and ensure annual driver renewal per DHQ notification and request.
• Maintain a centralized file of personnel documents for all employees
• Create physical files as needed
• Maintain supply inventory and order replacement supplies as necessary
• Serve as back-up for Receptionist
• Perform other administrative functions as requested

Physical requirements include:

• 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.