Administrative Assistant

***Monday- Friday 35 Hours Per Week, Pay Range: $21.00-$24.00 Per Hour*** 

 

The Salvation Army Mission:  The Salvation Army, an international movement, is an evangelical part of the universal Christian church.  Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

 

Summary/Primary Purpose:  Assist the Divisional Secretary for Business, Finance Department (DBS)and Divisional Finance Board (DFB)with routine duties including highly private and sensitive matters. Operate with a high degree of independent judgement and maintain a close and highly responsive relationship with the daily duties of the Divisional Secretary for Business. Assist vendors, Salvation Army employees and Officers with a high degree of professionalism.

 

Essential Duties and Responsibilities:

• Maintain familiarity with the Policy & Procedure Manual, Finance Minute Book, and Orders and Regulations for Officers.
• Maintain Divisional Secretary for Business’ calendar to include scheduling appointments and receive and initiate phone calls on behalf of Divisional Secretary for Business.
• Prepare and handle correspondence including calls and emails of a complex and confidential nature for the Business Department, as directed and answers or direct inquiries to the appropriate department or individual in a timely manner.
• Responsible for the maintenance and oversight of the TSAMM system for the DFB, to include reviewing submitted data to ensure formatting and attachments meets requirements.
• Responsible for maintaining personnel access to the TSAMM system and provides communication and training on the TSAMM system as needed and directed.
• This position will serve as the backup for the DSB for DFB meetings when directed.
• Assist with the annual Orientation meeting, Business Seminar, and other DSB department events such as birthdays, and anniversaries.
• This role is responsible to review department mailboxes (Finance, Divisional Finance Board) daily as well as the filing of both paper and email correspondence.
• Completes credit applications as approved and completes Form 13 and W-9 annually.
• Prepares Bank Authorizations (Salvation Army (SA)) Corporate Banking Resolution Forms and maintain account data pertaining to TSA personnel authorized to make transactions on Appropriate accounts.
• Responsible for checking in and out of TSA credit cards and purchase orders by TSA personnel as well as manages credit card accounts, card replacements, and name changes for gas and retail store charge cards.
• Manages the sale of stamps, issuance of gas and retail store credit cards and assists with uniform orders, name plates, and other items as directed.
• Coordinates the use, maintenance, and reservations of fleet vehicles. Conduct vehicle inspections after return of vehicles as needed.
• Responsible for tracking Business department supplies inventory and placing orders when necessary.
• This role provides breaks and coverage for front desk duties on a rotating schedule.
• Driving is a requirement of the role.
• All other duties as assigned.

 

Supervisory Responsibilities:   None

 

Education and Experience:  High school diploma or equivalent required with five to seven years related experience.  Associate degree (A.A.) in Business or related field preferred.

 

Qualifications:  The requirements listed below are representative of the minimal knowledge, skill, and/or ability required for this position.

• Ability to be flexible and able to work on multiple projects or tasks simultaneously, setting priorities and meeting deadlines.
• Advanced skills working with databases, and ability to utilize Microsoft programs, along with the ability to access payroll, timekeeping and personal data via a web-based system.
• Administrative skills to include utilization of standard office equipment, attention to detail and filing.
• A high degree of professionalism in all communication skills both written and spoken, to maintain eff