Administrative Assistant (5885)

Administrative Assistant

Salary Range $14.20 - $14.20 Hourly Position Type Full Time Regular Education Level High School Diploma/GED Travel Percentage Minimal Category Admin Support

Schedule: FT - 40 hours weekly

This position is responsible for:

Performing a broad scope of administrative responsibilities to facilitate the smooth and efficient functioning of the administrative office for the Corps including routine typing, filing, and photocopying of reoccurring correspondence, reports, forms, lists, logs, records etc. under close supervision of an immediate supervisor; answers the telephone and provides general information regarding the department operations and/or services; processes incoming and outgoing mail. Ensure the accomplishment of the various office tasks in the most efficient and effective manner possible. Ensure office operations are in compliance with established departmental policies and procedures. As a member of the Administration team, may occasionally cross-cover duties, including relaying paperwork or messages to the appropriate staff member and occasional driving as need arises.

Key Responsibilities:

• Perform routine filing and retrieving of a variety of correspondence, forms, reports, and documents; sorts and files documents alphabetically, numerically or by any other established filing system; maintains and utilizes filing system; ensures the hard copy files are maintained in an organized and efficient manner.
• Maintains electronic filing system of necessary documents within desktop computer.
• Attends and participates in Advisory Board Meetings and may correspond with advisory board members with approval from Corps Officers; creates board meeting reminders; prepares reports and gathers information & documents; presents information to board members as requested by Corps leadership; may take & type meeting minutes in the absence of the board secretary; distributes minutes to appropriate parties after they have been approved.
• Set up personnel files for new employees; maintains the confidentiality of all human resources information; update file with new records keeping them organized for audits.
• Relays requests for gym use to Corps Officers for date approvals; communicates to potential renters the availability; obtains information from renters for Facilities Use Agreements; keeps up to date calendar of scheduled events.
• Interacts professionally with but not limited to; Corps Officers, Command Department Heads, DHQ Personnel, Holiday Sponsors, Angel Tree Families.
• Serves as a liaison for other departments/parties seeking information or services from the Corps Officer; responds to questions and comments regarding specific/general information based on knowledge of operations; ensures accuracy, completeness and timeliness of all information provided, maintaining the confidential nature of the position.
• Accurately records and transcribes team and staff meeting minutes; updates calendars for the Corps; checks and responds/communicates voice messages for the Corps Officers and general Corps operations daily.
• Monitor & distribute supplies; processes monthly supply requests from all departments and checks needs vs on hand supply; communicates purchase needs to corps officer to determine how supplies will be ordered; may order supplies as directed from Staples or other competing vendors. When supplies are received, place them in the outbox for the appropriate departments; keeps supply shelves tidy.
• Responsible for managing and maintaining volunteer records - volunteer application, background checks, MVR check, when applicable, and submitting to DHQ HR for processing and approval.
• In conjunction with the Corps Officers, may be required to create TSAMM agendas for DFB approvals for the Clarksburg Corps.
• Interviews, recruits, screens and selection of bell ringing staff and volunteers ensuring all sites are covered effectively. Responsible for providing Human Resources with required seasonal paperwork for onboarding and offboarding.
• Plans, schedules, and assigns work of seasonal staff and volunteers; instructs proper methods and procedures; checks and approves work in progress and upon completion to ensure accuracy and completeness as well as compliance with Salvation Army policies and procedures.
• Maintains contact with seasonal staff and volunteers throughout their service; answers questions, concerns, or problems; recognizes workers through correspondence by mail, in person or by phone.
• May assist in planning & coordinating special fund-raising events including, but not limited to, Stuff the Bus or Food Drives.
• Maintains online Angel Tree Campaign; approving client applications; assigning applicants to appropriate sponsorship & distribution locations; keeping record of sponsors & adopted angels.
• In conjunction with Accounting Clerk and/or Corps Officers, may prepare and maintain up-to-date records and databases for daily kettle income information; prepare reports regarding the status of the kettle program; provide seasonal staff and volunteers with documentation of the hours worked.
• Plans, coordinates, and prepares special events; prepares plaques and certificates of recognition; prepares and maintains special event records for future reference.
• May meet with community leaders and organizations and discuss Salvation Army needs, in conjunction with the Corps Officers.
• May drive Salvation Army vehicle(s) to deliver and collect kettles and supplies to kettle locations and workers.
• Assists with counting, recording, and depositing of kettle funds.

Physical Requirements and Working Conditions:

• Ability to read, write, and communicate the English language.
• Ability to type and keypunch information into a computer.
• Ability to operate various general office equipment including a computer, photocopy machine, typewriter, facsimile, calculator.
• Ability to answer the telephone in a courteous and tactful manner.
• Ability to sort and file items alphabetically and numerically.
• Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.
• Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

Employee Benefits:

• Health, Dental, Vision Insurance
• Paid Time Off
• Holiday Pay
• Retirement and more!

Education and Experience:

• High School Diploma or G.E.D. required supplemented by additional secretarial courses preferred.

Licenses and Certifications:

• Valid state Driver's License, required.

Equal Opportunity Employer: Veterans | Disabled