13-005 - Administrative Aide/Support - SC/Cathedral City-Davis Center

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

The Administrative Support is responsible for supporting the program and operation of the corps.  To help maintain and keep the communication fluid for all program areas of the corps. 

Essential Functions

• Directly handle and answer incoming calls for corps and Corps Officers, direct calls to appropriate persons, assist with information, take proper messages.
• Assist in directing individuals (clients, volunteers, public, etc.) seeking information to the correct staff member. Providing approved applicable information as directed by supervisor.
• Assists key staff by providing clerical support which includes, but is not limited to statistics, attendance rosters, program fee receiving, mail distribution, relaying information to different departments, etc.
• Attends staff and program related meetings, advisory board meetings, seasonal event meetings, conferences, and training as needed and required. Cooperates with supervisors on any other special projects as needed.
• Assist with preparing of agenda for councils/board and special meeting and finalize meeting minutes.
• Prepare Sunday bulletin and make copies ready for Sunday (making calls and confirming all participants).
• Maintain statistics for all programs, complete monthly reports as required, maintain proper records and statistics keeping up to date with corps weekly programing and data entry with Corps Management software, as well as maintain physical records.
• Maintain corps filing system and corps directory.
• Create and design corps flyers, promotional materials, update marquee sign, maintain bulletin boards and corps websites/social media sites.
• Process orders of supplies and equipment’s needed for office supplies and property maintenance request as needed.
• Assist with the daily incoming deliveries and mail, process and take outgoing mail in a timely manner.
• Provide necessary paperwork to individuals interested in volunteering to corps and social services program. Submit accurate volunteer paperwork to DHQ. Maintain volunteer files including PTM.
• Assist with portfolio, CDS, log and mail appropriately, assist officers with proper correspondence letters/ cards.
• Maintain a hospitable, supportive, safe, and secure atmosphere for staff, clients, and volunteers.
• Prepare correspondence invoices, requisitions, and other paperwork for approval and processing.
• Prepare and maintain all correspondence, creation of letters, emails and documents as required.
• Supervise volunteers and interns, maintain volunteer paperwork in compliance to P&P.
• Run errands and support with transportation needs for programs and events as necessary  
• Be familiar with and follow all Salvation Army Policies (P&P).
• Perform all other duties as assigned by Corps Officers

Working Conditions

• Ability to walk, stand, bend squat climb, kneel and twist on an intermittent or sometimes continuous basis.
• Ability to to lift up to 50lbs.
• Ability to grasp, push, pull objects such as file cabinet 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 previous/similar experience preferred
• Ability to read, write, and communicate well in English and Spanish preferred.
• Must maintain a valid California Driver's License.
• 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.
• Must have or acquire and maintain Food Handlers Card within two weeks.

Skills, Knowledge & Abilities

• Ability to operate standard office equipment in an efficient and effective manner.
• Ability to prioritize and address projects, which may conflict, in a time-sensitive manner.
• Ability to meet deadlines and work under pressure
• Ability to communicate effectively; ability to interact with co-workers, management, leadership, and the 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 fr