Administrative Assistant

Job Description

Job Description

POSITION TITLE: Administrative Assistant

DEPARTMENT: DHQ/Community Relations & Development

SUPERVISOR: Divisional Director of Development (DDD)

FLSA STATUS: Full-Time/40 hours per week; Non-Exempt

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.

SCOPE OF POSITION

Support the overall efforts of the Community Relations and Development Department. Manage database/donor relations, and processing of volunteers and background checks. Maintain volunteer records in the volunteer database and ensure that Corps Officers and program managers follow up with volunteers. Ensure that information and records are accurate and well maintained. Work with Corps Officers, program administrators and other personnel to submit client/program testimonials. Provide Portfolio reports as needed to DDD. Ensure that DDOC/internally produced acknowledgements are accurate and sent on a timely basis. Provide general office support to the Development team and assist with all areas of special events as requested.

QUALIFICATIONS

· Three years’ relevant, professional experience preferred; a minimum of three years is required.

· Experience in data management and analysis, and generation of pertinent reports; experience with database navigation and management. Blackbaud experience preferred.

· Current Alaska Driver’s License with acceptable driving and criminal history.

ESSENTIAL FUNCTIONS

· Donor Relations

o Manage and address donor relations issues including, but not limited to donor

acknowledgements, year-end tax statements, concerns/comments/questions submitted via devices/phone calls/email and as requested, provide new or updated profiles and mailing attributes.

· Database Management

o Provide support to the Development Department.

o Process invoices into AP Workflow, and work in cooperation with DDD to ensure accuracy.

o Provide donation processing/Portfolio instructional support to Corps Officers.

o Work with direct marketing vendor to load files for mailings.

o Provide event support as requested by DDD.

o Process credit card donations, including setting up of recurring donations.

o Create source/fund codes for mailing and classy pages in cooperation with Finance as needed and upload to Portfolio/supply to the DDD.

o Ensure donor records are accurately maintained.

o Check obituaries to identify possible donors and update file.

o Produce Portfolio reports as requested by the DDD.

o Attend Development Department meetings and trainings.

o Provide back-up as requested for the front office.

o Provide support as requested with other areas of Development.

· Volunteer Management

o Maintain the Volunteer Management System and provide reports as requested.

o Work with Corps Officers and program directors to process volunteer paperwork.

o Conduct background checks on volunteers.

o Work with the Divisional Criminal Background Records Review Committee to address adverse actions related to background checks.

o Assist with volunteer correspondence including eblasts, acknowledgements and other communications.

o Assist with maintaining volunteer resources and materials.(e.g. aprons, log-in sheets, training materials).

· Perform all other duties and responsibilities as assigned.

SOFTWARE RELATED SKILLS

Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) required, working knowledge of integrated

database applications and CRM’s. Ability to use new software programs with basic training.

PHYSICAL DEMANDS

Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on intermittent or continuous basis. Ability to grasp, push, pull, and reach overhead. Ability to lift 25 pounds. 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.

COMMUNICATIONS SKILLS

Must be able to understand, follow, and give both written and oral instructions and be comfortable working with diverse individuals in face-to-face contact and over multiple virtual devices i.e. telephone, Zoom, TEAM’s, etc. The employee must be able to use speech and hearing for ordinary and telephone conversation.

MATHEMATICAL SKILLS

Must be able to perform simple calculations (addition, subtraction, multiplication, and division) and apply concepts such as ratios and percentages in practical situations.

PERFORMANCE SKILLS

Must be punctual, organized, self-motivated, flexible, and possess a desire to learn and assist those he/she interacts with.

PROTECT THE MISSION

Must complete the online course for this area and pass the Background Checks required by The Salvation Army for employment.

DRIVER REQUIREMENTS

Must be a licensed driver with an acceptable driving history. Must also complete and pass The Salvation Army Driver Safety Course.

CONFIDENTIALITY STATEMENT

The employee understands that all information is to be treated as highly confidential. Non-compliance will

result in disciplinary action.

ACKNOWLEDGEMENTOF 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.

EQUAL EMPLOYMENT OPPORTUNITY

The Salvation Army is an Equal Opportunity Employer and committed to providing a respectful environment for all applicants and employees that is free from unlawful discrimination or harassment based on age, race, color, religion, sex, national origin, marital status, disability, citizenship, sexual orientation, gender identity, gender expression, or any other characteristic protected by law. Such equal opportunity for employment will apply to recruitment and hiring, training, promotion, salaries, and other compensation, transfers, and layoffs or termination