13-010 - Administrative Assistant - SC/ Chula Vista Corps.

Mission Statement

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.

Position Summary

Provides office support, including finance duties; coordinates office services throughout the facility; oversees and trains other support staff, and works with minimal supervision to address all administrative needs.

Essential Functions

• Act as liaison between the Corps and the Advisory Board; as well as Women’s Auxiliary
• Manage inventory of corps property, vehicles, and equipment
• Supervise seasonal functions and programs
• Field incoming calls and front-desk duties; convey information to appropriate staff as necessary
• Oversee and train staff as directed; maintain on-site human resources records
• Monitor and manage weekly timesheets for employees
• Coordinate, monitor, and schedule annual fleet safety, Protecting the Mission, Anti-Harassment, and other safety training courses
• Pick up mail daily; open mail with a second, unrelated individual; date-stamp, review, and handle or distribute as appropriate
• Handle all correspondence, including creation of letters and documents as required; prepare all invoices, requisitions, and other paperwork for approval and processing; prepare items for corps programs and meetings; maintain files, and distribute copies as required
• Maintain statistics for all corps programs; complete monthly corps statistical reports, and submit to DHQ complete, accurate, and timely as required
• Will support officers in all areas of the officers’ work: staff supervision, property/contracts duties, financial matters, social services, and Corps programming
• Maintain all files and records, both physical and electronic, in compliance with Salvation Army Policies & Procedures (P&P)
• Address employee and facility issues in timely, thorough manner; inform Corps Officers as appropriate
• Maintain office supplies and equipment; maintain inventories and notify Corps Officers of items in need of replenishment or repair
• Must successfully complete Decision Driving Safety Test before driving for The Salvation Army and annually recertify as required
• Must meet certification by and participation in The Salvation Army’s Fleet Safety Program (Salvation Army Fleet Safety Policy dictates that an employee may not obtain more than two [2] moving violations or accidents within any 12-month period; see The Salvation Army Fleet Safety Policy)
• Perform all other duties as assigned

PAY RATE: $20.00-$22.00/HR

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis.  Ability to be able to lift up to 40lbs. Ability to grasp, push, pull objects such as files, file cabinets drawers and reach overhead.  Ability to operate computer, fax and telephone.

Minimum Qualifications     

• Minimum high school graduate or equivalent; BA degree preferred
• Minimum two years of experience in an administrative setting
• Minimum of three years of experience with Salvation Army policies and procedures
• Ability to read, write, and communicate well in English required; bilingual English/Spanish preferred
• Must possess a valid California Driver’s License

Skills, Knowledge & Abilities

• Ability to operate standard office equipment in efficient and effective manner
• Ability to prioritize and address projects, which may conflict, in a time-sensitive manner
• Ability to communicate effectively; ability to interact with co-workers, management, leadership, vendors, and the general public in a positive, productive manner
• Ability to analyze problems and to reach acceptable and workable solutions; ability to implement solutions and bring projects to fruition
•  Ability to maintain confidentiality and sensitivity in relation to information and documentation