Administrative Assistant I_NE-AOK_101-Administration

THE SALVATION ARMY JOB DESCRIPTION

Job Code – 0208NE Job Title: Administrative Assistant I Employee Name: Department: Administration Location:
Job Family: Administrative Support Workers Hire Date: Reports to: Officer
Direct Reports: None FLSA: Non-Exempt Revision Date: March 13, 2017

Job Summary
Greets and assists employees and guests to The Salvation Army. Provides accurate and complete information regarding office operations and/or services; and attempts to resolve complaints in a calm, courteous and tactful manner.
Plans, prepares and maintains manual personnel records for all employees under location. Prepares and reviews all paperwork necessary for new hires before processing to the DHQ. Performs a variety of clerical and secretarial work necessary for the smooth operation of an assigned office; processes a variety of routine paperwork necessary for office operations; prepares minutes for meetings; files and records information; answers the telephone and provides general information regarding the office operations and/or services; processing incoming/outgoing mail for an assigned area.
Essential Functions
This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.


Administrative (90%)
Prepares and maintains employee records, office records, reports, calendars, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain office records; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.
Reviews and processes employee applications and terminations; keeps all employee records filed correctly and kept confidential; Prepares and maintains an up-to-date list of employees with job titles of location; reviews employee paperwork for completeness before submitting to the Divisional Headquarters for approval.
Ensures that all employee personnel files contain the required information upon employment.
Receives, sorts, collates and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.
Performs various bulk mail activities, counts and sorts items to be mailed at bulk rate.
Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner.
Prepares various correspondence including but not limited to; Human Resources communication, Corps communication, business correspondence, etc.
Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.
Distributes information regarding Salvation Army services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.
Performs various clerical and secretarial support work associated with special projects, seasonal events, and conference and committee meetings; assists in coordinating arrangements and volunteers for the Christmas Kettle Program.
Maintains a level of confidentiality at all times.
Other Responsibilities (10%)
Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; orders equipment and any other special items required for the office operations including supplies for the photocopy machine; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.
Prepares service requests for office machine and computer repairs.
Assists in setting up meeting rooms; ensures they are properly setup and cleaned before and after meeting.
Performs other duties as assigned.

Materials and Equipment
Computer Printer Calculator
MINIMUM QUALIFICATIONS REQUIRED

Education and Experience
High school diploma or G.E.D. required with additional secretarial and leadership seminars or courses preferred; proficient in Microsoft Word and Excel; two years plus experience performing clerical work in an office environment, or any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities.

Knowledge, Skills and Abilities
Knowledge of general office practices and procedures.

Knowledge of effective and efficient record-keeping and bo