Senior Administrative Assistant to the Territorial Social Services Director and Social Services Office Manager

DEPARTMENT:  Social Services

POSITION TITLE:  Senior Administrative Assistant to the TSSD and Social Services Office Manager

STATUS:  Full-Time, Non-Exempt

PAY RATE:  $26-$31/hour

 

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 love for God. Its mission is to preach the gospel of Jesus Christ and meet human needs in his name without discrimination.

EDUCATION AND WORK EXPERIENCE:

• Minimum five (5) years of experience as Secretary or Administrative Assistant
• Excellent communication and interpersonal skills
• Excellent organizational skills and attention to detail
• Excellent time management skills
• Ability to manage multiple tasks, prioritize and work under pressure
• Initiative taker with strong work ethic
• Team player with ability to work with minimal supervision
• Professional appearance

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of Salvation Army policies and procedures desirable
• Experience with The Salvation Army Mission Manager for TPC Meeting Manager (preferred)
• Experience with The Salvation Army Mission Manager for Grants and Contracts (preferred)
• Proficient in Microsoft software (Word, Excel, PowerPoint)
• Typing – 60 wpm | Grammar test – 85% accuracy | Spelling test – 90% accuracy
• Ability to operate office equipment including personal computers, copiers, scanners, phone and voicemail system
• Ability to manage and provide direction to staff
• Ability to help coordinate department events
• Ability to communicate and interface effectively with internal and external personnel
• Ability to create and maintain a working filing system
• Ability to keep information confidential

SCOPE OF POSITION:

Provide administrative and secretarial assistance to the Territorial Social Services Director (TSSD), and, when requested by the TSSD, the Territorial Director of Social Services Training and Development. Support the TSSD in managing the administrative flow of the department, monitoring office staff, and keeping the department head informed of issues requiring attention.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Perform office duties including typing correspondence, making copies, maintaining filing system, answering, or redirecting phone calls, sorting and distributing mail.
2. Review and follow up on the TSSD’s correspondence and deadlines.
3. Assist the TSSD in preparing material for classes and/or seminars (PowerPoint presentations, handouts, exams, etc.)
4. Create department documents in Word, Excel, and PowerPoint as requested.
5. Maintain and coordinate department calendar of all Social Services staff.
6. Make meeting arrangements (room reservations, cancellations, etc.) for the Territorial Social Services Director.
7. Schedule weekly/monthly department meetings, prepare agenda and take minutes.
8. Prepare correspondence for the TSSD, to THQ Departments, Divisional Social Services Directors, Program Secretaries and Divisional Commanders, and follow up as needed.
9. Process invoices, corporate card charges and reimbursements in Finance Web.
10. Work with the Personnel Department and Statistician to keep and maintain an accurate list of social services programs throughout the territory.
11. Prepare and send correspondence from NHQ to the field, as appropriate.
12. Schedule the monthly Divisional Social Services Directors’ meetings.
13. Call for agenda items and prepare meeting agenda and minutes for the Divisional Social Services Directors’ monthly meetings.
14. Prepare Chief Secretary’s Quarterly Reports, Territorial Commanders and IHQ Annual Reports.
15. Assist the Program Dept and IHQ with updating the Yearbook.
16. Assist the TSSD in the coordination of the National Social Services’ Conferences, including but not limited to correspondence, processing approval of awards, registration of participants and delegates, etc.
17. Responsible for the planning and execution of the Social Services Roundtable, Councils, and other events.
18. Secure venues and contracts, coordinate delegate registration, meal selection, logistics, etc.
19. Complete National Social Services Commission agenda and minutes as assigned.
20. Review incoming Territorial Program Council (TPC) agenda items making sure required documentation is received.
21. Prepare TPC agenda for each meeting, including all necessary updates to the agenda through TSAMM and distribute agendas to Council members in a timely manner.
22. Finalize the meeting in TSAMM and distribute Program Council rec