Human Resources Administrator & Office Coordinator_NE-NSC-101

THE SALVATION ARMY JOB DESCRIPTION

Job Code – Title: Human Resources Administrator & Office Coordinator 

Department: Administration 

Job Summary

Ensures the accomplishment of the various office tasks in the most efficient and effective manner possible; prepares various routine and special reports to keep the Officers abreast of progress; ensures office operations are in compliance with established departmental policies and procedures; completes all human resources functions for Corps. Administers the day-to-day operations of the Human Resources office; interviews, screens, and hires employees; prepares and maintains personnel records; handles all employee relations issues and conducts investigations as needed; communicates and enforces personnel policies and procedures; prepares and plans employee training.

Essential Functions

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Office Coordinator Responsibilities (50%)

Prepares, types, and processes correspondence, check requests, audit sheets, forms, invoices, legal documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness, and timeliness of the same.

Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data to maintain office records; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.

Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct. 

Receives and responds to questions or problems regarding the office operations; researches information in order to provide information or resolve problems in a timely manner.

Receives, sorts, collates, and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.

Processes the daily mail donations for the Corps; submits donations and reports to the Finance Department for further processing; makes bank deposits as needed. Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner.

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.

Participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems; provides recommendations for improvements and/or enhancements in office productivity.

Performs limited decision-making as granted by the Corps Officers, in their absence, which may include minor public relations issues, human resources, or supply purchasing situations.

Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations; coordinates outside vendors as needed.

Supervises and assigns the work of community service workers and submits paperwork to Adult Probation Services; acts as liaison with Probation Offices.

Human Resources Responsibilities (50%)

Completes all employment action documentation for Corps employees including but not limited to new hire, background checks, E-Verify, classification changes, and separation, FMLA, and workers compensation.

Prescreens and interviews applicants for prospective employment; assists the Corps Officers with all aspects of the recruitment process as requested by the Corps Officers.

Conducts new hire orientation for new employees; explains policies, procedures, and mission statement to all new employees; completes and maintains employment files for employees.

Ensures paperwork is submitted to DHQ Human Resources for review and approval by the Divisional Finance Board in a timely manner.

Completes and submits paperwork for Christmas Seasonal employees to DHQ Human Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.

Maintains the confidentiality of all human resource records, and the confidentiality of human resources related correspondence, conversations, or issues residing in the Corps; ensures all departmental files are maintained in secure and organized manner and retained according to record retention guidelines.

Attends and participates in staff meetings; reports information and discusses operational problems/solutions; maintains awareness of program goals and objectives as well as changes in policy; communicates pertinent information to assigned staff to ensure compliance with the same.

Coordinates performances evaluations of employees with supervisors and managers and distributes all merit increase letters.

Assists the Business Manager/Bookkeeper with payroll, auditing, and approving employee timesheets, and PTO requests.

Other Responsibilities

Performs other duties as assigned.

Materials and Equipment

Personal Computer General Office Equipment

Knowledge, Skills and Abilities

Knowledge of modern office methods, procedures, and practices. Ability to answer the telephone in a courteous and tactful manner. Ability to maintain the confidential nature of the work. Ability to present a positive and professional image of The Salvation Army.

Education and Experience

Associate degree from an accredited college or university in business administration or related field, and At least two years experience in the performance of human resources, office coordination, or similar, or Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Certifications

Valid State Drivers License

Physical Requirements/Working Conditions

Ability to meet attendance requirements. Ability to read, write, and communicate the English language effectively. Ability to sort and file documents alphabetically and numerically. Ability to operate various general office equipment including a telephone, typewriter, and adding machine. Ability to work well under the pressure of deadlines. Ability to follow instructions and work independently with limited supervision. 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. Work is usually performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Statement of Purpose:

This document provides descriptive information about the above Salvation Army position. Work actually performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual’s ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion.

The Salvation Army reserves the right to make changes to this document as deemed necessary without providing advance written notice. All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission. 

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.

We appreciate your interest in employment opportunities with The Salvation Army!