Administrative Assistant

Location: Miami Area Command, Miami, FL

Position Type: Full-Time at 35 hrs/wk

Pay Range: $21.54/hr - $23.94/hr

About this opportunity:

This position is responsible for relieving a department head or administrative level officer of administrative detail; performing advanced, complex, and often confidential secretarial work with a broad scope of responsibilities; preparing advanced and technical reports and spreadsheets from start to finish; coordinating information and arrangements for meetings and seminars; responding to inquiries regarding departmental operations and ensuring the office runs smoothly while the supervisor is absent; may serve as a lead worker to one or two clerical employees.

Key responsibilities:

• Process referrals from providers in a timely manner, maintains ongoing tracking and appropriate documentation of referrals. Maintains bedsheet spreadsheet. Serves as the EFSP Clearinghouse agent. FPL Administrators for emergency assistance.
• Assisting Director of Social Services in the compilation of all grants, contracts, and foundations application, maintain all correspondence regarding grants and contracts in order, acting as liaison with Divisional Social Staff.
• Reviews all Federal Emergency Management Act (FEMA) cases ensuring all paperwork is accurate and complete; ensure compliance with program policies and procedures as well as local state and federal rules and regulations; computation of monthly statistical, transportation and FEMA reports.
• Distribute vouchers to Social Service workers and other department personnel.
• Prepares monthly billing for all social service programs to include invoicing contractors in a timely manner at the end month of the fiscal year. Develop a tracking system for invoice reimbursements sent to contractors and projected receivables.
• Representing the Director of Social Services at meetings when Director is unable to attend.
• Coordinates and monitors various special and seasonal projects, seasonal events.
• Conducts tours of program facility for outside agencies as requested.
• 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, statistics, invoices, 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 Social Services programs; assists in establishing general policy and mission for Corps programs; assists with the administrative detail of designing, overseeing, and evaluating Corps programs.
• 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; research files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries for internal use as well as those required by agencies.
• 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 (i.e. HMIS, Well Sky, SA Help), 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; research 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.
• Types 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.
• Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department; 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.

What we are looking for in you:

• Two-year degree or 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.

Physical Requirements and Working Conditions:

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking. 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

• Medical, Dental and Vision Insurance
• Paid Time Off (PTO) and Holiday Pay
• Life Insurance
• Retirement Plans and more!

To learn more about The Salvation Army, click here!

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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:  12/31/2024 – 1/17/2025

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!