Administrative Assistant

Job Objective:  To provide professional executive support to the Corps Officers in all phases of administrative operation and leadership

 

Essential Functions:

• Compose, prepare and handle routine correspondence and prepare dictated private, personal and confidential correspondence
• Manage incoming mail
• Assist in compiling, organizing and maintaining certain personnel records
• Represent the Corps Officers to the public and screen and handle routine communications with clients, donors, vendors, contractors
• Assist with meeting agenda, preparation of meeting materials and hosting Advisory and Corps Council Meetings
• Prepare and set appointments for Annual Employee Reviews
• Prepare detailed confidential materials DHQ as directed
• Assists in the preparation of the Corps Officer’s schedule and appointments
• Assist in planning and implementation of assigned meetings to include preparing and sending meeting agendas, assembling meeting materials; facilitate recording, preparation and communication of meeting minutes; order and serve refreshments as directed
• Assist in handling assigned pastoral care activities including hospital flowers, Christmas gifts and other activities as directed
• Provide hospitality services for guests at TSA events
• Prepare invoices, ensure proper coding and delivery to DHQ CAC on a weekly regular basis
• Responsible for counting, scanning and depositing donations, offering and other receivables
• Monitor accounts payable to ensure timely processing of invoices
• Enter data into accounting system for month end closing activity
• Responsible for the preparation of all TSAMM submissions ensuring the correct agenda item type and correct documentation is submitted
• Assist in coordinating routine maintenance on all property and equipment
• Serve as the local administrator for VOIP phone system and security system
• Assist Corps Officers with Christmas Kettles and other fundraising activities as needed
• Other duties as assigned

Minimum Qualifications:

Education: High School Diploma or equivalent; post-secondary education preferred

 

Experience:  Minimum of three years of experience in same or similar position

 

Certifications/Licenses: None

 

Skills/Abilities:

• Support and promote mission and beliefs of the Salvation Army
• Generate routine correspondence
• Organizational skills
• Assign priorities and meet deadlines
• Communication skills including verbal and written
• Communicate sensitively and effectively in a positive manner to maintain positive, productive relationships
• Team player and self-starter
• Handle multiple projects simultaneously and perform well with limited supervision
• Think independently and exercise good judgment
• Operate basic business equipment including telephone, computer, copier, fax machine and scanning equipment

Supervisory Responsibility:  None

 

Physical/Other Requirements:  Include speaking, hearing and vision ability, and excellent manual dexterity to be able to perform lifting of materials up to 25 pounds and sitting, bending, standing, squatting up to 7.5 hours per day. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.

 

Travel: None

 

Driving:  Driving is required; must possess a valid driver's license from the state of residence. Must be approved through The Salvation Army Fleet Safety Program to drive either a Salvation Army or personal vehicle on Salvation Army business.

        

Working Conditions:  Work is performed in a typical office environment.  May be required to work special events off hours or weekends as needed.

 

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 missi