Office Support Coordinator_NE-AOK_101-Administration

Office Support Coordinator

Job Summary:

 

Ensures the accomplishment of the various office and secretarial tasks in the most efficient and effective manner possible; prepares various routine and special reports to keep the Officers abreast of progress; completes all human resources functions for Corps.

 

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 Coordinating Responsibilities (60%)

 

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.

 

Serves as staff liaison to the local Advisory Council; maintains the roster for the local Advisory Council; sets up the meeting room for all advisory council meetings; takes, maintains, and distributes meeting minutes.

 

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.

 

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.

 

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.

 

Human Resources Responsibilities (20%)

 

Completes all employment action documentation for Corps employees including but not limited to new hire, background checks, E-Verify, classification changes, and separation, FMLA, insurance, 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 Area Command Human Resources for review and approval by the Divisional Finance Board in a timely manner.

 

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

 

Volunteer Coordination Responsibilities (10%)

 

Maintains ongoing development and promotion of a wide range of volunteer opportunities with The Salvation Army local Corps; recruits, trains, interviews and screens all volunteers needed to support Corps projects.

 

Coordinates all volunteer activities and work assignments; reviews written reports and observes work activities of volunteers to evaluate performance; assists in identifying and recommending changes in assignment of volunteer staff; informs volunteers of policies, procedures, and standards of service.

 

Prepares and maintains up-to-date records on all volunteers; prepares timely statistical and activity reports on volunteer and corporate and community participation; prepares annual report regarding the status of the corporate and community relations program.

 

Coordinates volunteer recruitment for Christmas campaigns; contacts participating mall offices; acknowledges on-site Angel Tree sponsors to ensure they are properly recognized and thanked for their service.

 

Assigns the work of community service workers and submits paperwork to Adult Probation Services; serves as a liaison to parole officers and completes court-ordered paperwork.

 

Event Coordination Responsibilities (10%)

 

Coordinates, assists with, and participates in special events including Red Kettle, Angel Tree, volunteer appreciation, and other events as assigned; secures and coordinates outside vendors and volunteers; participates on the day-of event to ensure a smooth flow.

 

Other Responsibilities:

Makes travel arrangements including flights and lodging accommodations for office personnel and/or conference attendees.

 

Updates the Disposition of Forces (Dispo), Minute Book, and/or departmental manuals to reflect any changes as they occur; ensures that the same is maintained and updated in an accurate, complete, and timely manner.

 

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 learn and become proficient in specific computer software.

 

Ability to maintain the confidential nature of the work.

 

Ability to follow instructions plans and organizes work, and work under limited supervision.

 

Ability to present a positive and professional image of The Salvation Army.

 

MINIMUM QUALIFICATIONS PREFERRED:

 

Education and Experience:

Associate degree in business administration or related field, or completed certification in office management or administrative assistant,

 

and

 

two years of progressively responsible 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

 Safe from Harm (trainer) Certified

 

Physical Requirements:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language effectively.

Ability to perform routine mathematical computations.

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.

Working Conditions:

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 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!