Office Assistant

Office Assistant

Job Summary:

Performs a variety of clerical support work including routine typing, filing, and photocopying of reoccurring correspondence, forms, lists, logs, records etc. under close supervision of an immediate supervisor; answers the telephone and provides general information regarding the Corps operations and/or services.

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.

Secretarial Responsibilities (50%)

Performs routine typing of standard Corps documents, cards, and labels with little or no deviation from established methods and procedures; proof-reads documents for accuracy and completeness before completing one project and going on to another project.

Prepares, maintains, and updates Corps records; inputs and updates information in computer database; researches office files to located specific information found in documents, correspondence, lists, forms, computer records, etc.

Performs routine filing and retrieving of a variety of correspondence, forms, records, reports, and documents; sorts and files documents alphabetically, numerically or by any other established filing system; maintains and utilizes a bring-up filing system; ensures the files are maintained in an organized and efficient manner.

Answers telephone in a courteous and tactful manner; assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the Corps’s operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.

Distributes general information regarding The Salvation Army’s services, programs, conferences, seminars, etc. in an accurate and timely manner.

Ensures that all mail received is forwarded to the appropriate person and/or destination; prepares outgoing returned mail.

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

Client Responsibilities (45%)

Schedules Social Service client appointments.  Assists clients in completing appropriate paperwork, ensures all forms are complete and accurate.

Creates food boxes according to established guidelines.  Stocks food pantry with donated items, ensures the pantry is kept clean and follows all safety procedures.

Distributes clothing vouchers, ensuring client is informed of all necessary details to successfully complete the voucher process.

Updates client information into Charity Tracker.  Ensures all information entered is correct and entered according to program standards. Ensures client’s privacy is maintained.

Fields all utility assistance calls and schedules appointments with the Social Service Director at appropriate times. 

Other Responsibilities (5%)

Tracks Gift in Kind donations.

Completes monthly statistics in a timely manner.

Assists in the preparation of various business luncheons and dinners.

May perform special projects as assigned.

Performs other related work as required.

Materials and Equipment:

Photocopy Machine, Facsimile Machine, Typewriter, Computer, Calculator

Knowledge, Skills and Abilities:

Ability to follow both verbal and written instructions.

Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High school diploma or G.E.D. required supplemented by additional secretarial courses preferred.

Licenses and Certification Requirements

None.

Physical Requirements:

Ability to meet attendance requirements.

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 25lbs.) 5-10% of work time.

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.

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!