Administrative Assistant

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

POSITION DESCRIPTION

 

POSITION TITLE:                     Administrative Assistant

LOCATION/DEPT:                   Harbor Light

REPORTS TO:                         Executive Director

PEOPLE MANAGER:               No

FLSA CATEGORY:                  Non-Exempt

STATUS TYPE:                        RFT

PAY GRADE:                           403

PAY RANGE:                           $18.11 - $21.73

 

WHO WE ARE

At The Salvation Army, we are dedicated to “Doing the Most Good”. We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for kids after school and on the weekends, achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

 

DEPARTMENT MISSION

To provide leadership using policies, procedures, and available systems to support the Harbor Light Center in meeting the mission of The Salvation Army.

PROGRAM/CLIENT ENVIRONMENT

The backgrounds of the clients served by The Harbor Light Program will manifest a variety of inappropriate behaviors.  When this occurs, employees are to respond within the context of the treatment environment of the site.  Employee conduct (actions, dress, etc.) and interactions (conversations, written communications, etc.) with clients must also be within the treatment environment of the facility.

OUTCOMES

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of The Salvation Army’s programs and administrative offices. This position supports Officers, managers, program staff, and community stakeholders while maintaining the highest standards of professionalism, confidentiality, and adherence to The Salvation Army’s mission, policies, and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative and Office Support

1. Provide general administrative support including typing, filing, copying, scanning, and data entry.
2. Answer and route telephone calls; greet visitors in a courteous, professional manner.
3. Maintain calendars, schedule meetings, prepare agendas, and coordinate meeting logistics.
4. Draft and prepare correspondence, reports, memoranda, and forms.

Records Management and Compliance\

1. Maintain accurate and organized electronic and physical files in accordance with Salvation Army policies.
2. Assist with documentation for audits, accreditation (e.g., CARF), grants, and internal reviews.
3. Handle confidential and sensitive information with discretion and integrity.

Program and Departmental Support

1. Provide administrative assistance to program departments, including data tracking and reporting.
2. Assist with volunteer, client, and program documentation as assigned.
3. Support special events, meetings, trainings, and community outreach activities.

HR and Financial Support (as assigned)

1. Assist with onboarding paperwork, timekeeping, personnel files, and HR documentation.
2. Support purchasing requests, invoice processing, and expense documentation.
3. Assist with internal systems such as TSAMM, ADP, or other Salvation Army platforms (as applicable).

Mission and Professional Conduct

1. Uphold and support The Salvation Army’s Christian mission, values, and code of ethics.
2. Interact respectfully