Administrative Assistant I_NE-AOK_101-Administration

THE SALVATION ARMY JOB DESCRIPTION

Job Summary

Greets and assists employees and guests to The Salvation Army.  Provides accurate and complete information regarding office operations and/or services; and attempts to resolve complaints in a calm, courteous and tactful manner.

Plans, prepares and maintains manual personnel records for all employees under location.  Prepares and reviews all paperwork necessary for new hires before processing to the DHQ.  Performs a variety of clerical and secretarial work necessary for the smooth operation of an assigned office; processes a variety of routine paperwork necessary for office operations; prepares minutes for meetings; files and records information; answers the telephone and provides general information regarding the office operations and/or services; processing incoming/outgoing mail for an assigned area.

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.

Administrative (90%)

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

Reviews and processes employee applications and terminations; keeps all employee records filed correctly and kept confidential; Prepares and maintains an up-to-date list of employees with job titles of location; reviews employee paperwork for completeness before submitting to the Divisional Headquarters for approval.

Ensures that all employee personnel files contain the required information upon employment.

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 various bulk mail activities, counts and sorts items to be mailed at bulk rate.

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.

Prepares various correspondence including but not limited to; Human Resources communication, Corps communication, business correspondence, etc.

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

Distributes information regarding Salvation Army services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.

Performs various clerical and secretarial support work associated with special projects, seasonal events, and conference and committee meetings; assists in coordinating arrangements and volunteers for the Christmas Kettle Program.

Maintains a level of confidentiality at all times.

Other Responsibilities (10%)

Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; orders equipment and any other special items required for the office operations including supplies for the photocopy machine; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Prepares service requests for office machine and computer repairs.

Assists in setting up meeting rooms; ensures they are properly setup and cleaned before and after meeting.

Performs other duties as assigned.

Materials and Equipment

Computer              Printer                   Calculator                                                          

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

High school diploma or G.E.D. required with additional secretarial and leadership seminars or courses preferred; proficient in Microsoft Word and Excel; two years plus experience performing clerical work in an office environment, or any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities.

Knowledge, Skills and Abilities

Knowledge of general office practices and procedures.

Knowledge of effective and efficient record-keeping and bookkeeping practices and procedures.

Knowledge of the English language including proper grammar and punctuation.

Knowledge of basic mathematics.

Ability to learn and become proficient in specific computer software.

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

Ability to answer the telephone in a courteous and tactful manner.

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

Ability to prepare and maintain personnel records in an accurate, complete and timely manner.

Ability to provide immediate supervision to the receptionist; assigning tasks, checking work at frequent intervals.

Certifications/Licenses

May require valid state driver's license.

Physical Requirements

Ability to meet attendance requirements.

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

Ability to perform routine mathematical computations.

Ability to transcribe dictation and type.

Ability to key data information into computer.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, typewriter, computer, and adding machine.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.

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 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.

Your signature below indicates that you have read and understand the job description and agree to perform the duties as assigned. 

__________________________________                                    _____________________

Employee Signature                                                                       Date

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!