Administrative Assistant

Location: 328 N Ocean Street Jacksonville FL 32202

Position Type: Full Time

Pay Range: $18.19

About this opportunity:

• Relieves a department head or administrative level officer of administrative detail and administration operations, functions, and duties; assists with general programming; performs advanced, complex, and often confidential administrative work with a broad scope of responsibilities; prepares advanced and technical reports and spreadsheets from start to finish; prepares statistical reports; assists with program planning; coordinates information and arrangements for meetings and seminars; responds to inquiries regarding departmental operations and ensures the office runs smoothly while the supervisor is absent; may serve as a lead worker to one or two clerical employees.

Key responsibilities:

• Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, contracts, agreements, resolutions, programs, newsletters, statistics, budgets, invoices, legacy or other legal documents, notices, bulletins, agendas, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.
• Performs varied and/or routine administrative duties for the administrative office; prepares or assists in preparing statistical reports related to  programs; assists in establishing general policy and mission for programs; assists with the administrative detail of designing, overseeing, and evaluating programs.
• Coordinates and processes a wide range of administrative responsibilities associated with the preparation and administration of Salvation Army conferences, councils, camps, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; may attend conference to provide administrative support and to ensure that arrangements are in order before, during and after the event.
• Assists with Salvation Army special events to include kettles, Angel Tree, Toy Shop, Summer Camp, etc; this may include administrative detail, assistance in planning, leading, participating as needed/directed.
• Receives and processes registrations, applications, checks, and/or memberships in an accurate and timely manner; records pertinent information in accordance with established procedures; prepares correspondence acknowledging the receipt and processing of the same.
• Prepares and processes purchase requisitions in accordance with established policies and procedures; maintains organized and complete files with proper back-up materials for each requisition; prepares correspondence regarding the same; ensures that all purchase requisitions are processed in a timely and accurate manner.
• Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.
• Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.
• Serves as a liaison for other departments and/or other divisions seeking information or services from the department head; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.
• Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and enters data into the computer to maintain records; researches files to locate specific information found in documents, correspondence, lists, forms, etc.
• Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.
• Transcribes dictation and type correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation; may attend meetings and records minutes.
• Answers telephone in a courteous and tactful manner; schedules appointments; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.

• Receives, procures, opens 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.
• Obtains and applies correct labels to items to be mailed; distributes information regarding The Salvation Army's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.
• Orders office supplies, promotional items, gifts, and publications 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 other special items required for the office operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.
• Serves as a lead worker to subordinate clerical personnel; trains and instructs in methods and procedures; assigns and monitors work in progress and upon completion; informs supervisor of any problems with the quality or production of work.

OTHER RESPONSIBILITIES:

• Trains new officers/employees in the utilization/operation of software packages such as Word and Excel as needed; resolves/troubleshoots computer software problems.
• Processes correspondence and bank forms necessary to establish and/or close bank accounts; processes Power of Attorney in accordance with established policies and procedures.
• Schedules travel arrangements including flights, hotels, and local transportation; maintains travel schedules; may coordinate and process apartment reservations, maintenance, and hospitality gifts.
• Updates the Disposition of Forces (Dispo) to reflect any changes in assignments as they occur; ensures the Dispo is maintained and updated in an accurate, complete, and timely manner.
• Performs other related work as required.

What we are looking for in you:

Two year degree or equivalent college coursework,

and

four years progressively responsible experience performing administrative work in a general office,

or

any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

WORKING CONDITIONS:

• Work is 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.
• Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather.

Employee Benefits:

• Health, Dental and Vision Insurance
• Paid Holidays and Paid Time Off
• Retirement Plan
• Life Insurance and more!

To learn more about the name of program or location, click here!

Why work for us?

The Salvation Army offers a broad range of career opportunities, particularly targeted toward those motivated by our mission, to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

The Salvation Army strives to do the “Most Good” for its employees by offering a greater sense of purpose in the work performed, by training and mentoring employees and by offering competitive compensation and benefit plans.  Whether employed as a truck driver, administrative support team member or the director of a program, our employees understand at the core of their work is the opportunity to be an integral part of an organization that is Doing the Most Good.

Five values at the heart of everything we do…We are…

• Passionate
• Compassionate
• Uplifting
• Brave
• Trustworthy

Additional Information:

All employees recognize The Salvation Army is a church and agree they will do nothing as an employee of The Salvation Army to undermine its religious mission.

To apply, click on the “Apply Now” icon at the bottom of this posting.

Application Submittal Period:  10/1/2024-10/31/2024

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled

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!