Administrative Assistant

BASIC PURPOSE

The purpose of the position of Administrative Assistant is to maintain a smooth workflow in the office, act as a liaison to the Divisional Secretary, and provide administrative support to the DS and other staff as requested. This position also keeps the DDWMS/DSP informed of any applicable issues and activities in the division and ensures that the administrative and clerical work of the DS's office conforms to Salvation Army policies and procedures.

Responsibilities:

Administration

• Provide administrative support to the DDWMS/Program Secretary with all routine office processes.
• Develop effective written correspondence designed to meet the specialized needs of the department.
• Communicate and handle incoming and outgoing electronic communications on behalf of the Program Department.
• Expedite requests & inquiries from callers, visitors, staff, board members & volunteers in an effective & professional manner.
• Coordinate scheduling of appointments and maintain a master calendar DDWMS/Program Secretary activity.
• Assist with the preparation of presentation materials.
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Assist staff in preparing for and organizing small events.
• Maintain confidential files and records.
• Process office supply order for the department as needed.
• Assist in the planning and implementation of Officer's Councils.
• Gather, manage and prepare Divisional Review material for submission to THQ.
• Be present at Program sponsored meetings and keep minutes as needed.
• Process local officer commissions and cancellations, including preparation of certificates/commissions for Divisional Commander's signature, and maintaining records of all commissions and cancellations.
• Send out Corps Council applications annually and process applications for Divisional Commander's signature on a certificate to be mailed back to the unit.
• Acquire and send out monthly DHQ Staff Calendar information to the field by the beginning of each month.
• Compile and enter data for DHQ officers and staff visits.
• Assist with preparations for Corps Reviews.

Women’s Auxiliary

• Work closely with the DDWMS/Program Secretary and other staff members to coordinate hard copy or email information to Women’s Auxiliary members.
• Assist in report preparation for management.
• Coordinate scheduling of appointments and maintain a master calendar for Women’s Auxiliary activities.
• Handle email forwarding and communications to Women’s Auxiliary Members.
• Schedule, coordinate (room set up & clean up, etc.), maintain accurate board/committee membership and statistics, and handle communications for the Women’s Auxiliary, Executive Committee, Helping Handbag Committee, and all other committees as needed.
• WA Event responsibilities:
  • Assist with managing vendors, including orders and invoices
  • Assist with managing RSVP’s, and tracking attendance
  • Assist with set-up, check-in, and clean-up as needed.

Special Events

• Assist with events as a member of Program Department team, as assigned by supervisor, and under the direction of the DDWMS/Divisional Secretary for Program
• Assist as needed with all Divisional Headquarters Employee Appreciation, special breaks, Christmas and special events.

Other duties

• Provide support and assistance as needed in other special projects and events as initiated by supervisor.

Qualifications:

• AA degree or equivalent experience preferred.
• Three to five years’ experience working in a business office environment.
• Excellent calendar management skills
• Ability to work as a team member with events that incorporate multiple departments and supervisors.
• An understanding of the purpose and goals of The Salvation Army is required.
• Extensive multi-tasking, project planning/reporting and small even execution skills
• Capable of working as a collaborative member of a highly flexible & diverse team
• Excellent written and verbal communication skills
• Computer literate in Microsoft Office software including Word, Excel, PowerPoint
• Must be able to pass a criminal background check.
• Must possess a valid CA Driver’s license with a clean driving record.
• Must be 21 years or older.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER REQUIREMENTS

1. Must be able to maintain confidentiality of sensitive materials and information.
2. Ability to speak and write the English language with professional level skill is required.
3. Must possess excellent oral and written communication skills, be able to draft, and edit professional level communications.
4. Incumbent must be able to work with minimal supervision, be prepared to encounter a variety of assignments and timelines.
5. Must possess good people skills; be flexible and able to work under pressure within tight time constraints. Must be able to work independently as well as part of a team.
6. Must be proficient in computer programs such as Microsoft Office (including Word, Excel and Publisher) and Lotus Notes electronic mail. Specifically must have skills in mail merge, transcription, 10 key, and typing.
7. Must have ability to empathize, communicate and work with a variety of people from diverse backgrounds.
8. Must demonstrate good judgment and act in a professional manner
9. Must possess excellent organizational skills including multitasking, time management and office systems (including file maintenance) and be detail-oriented.
10. Strong work ethic, demonstrated initiative and flexibility in meeting the needs of the position and department.

PHYSICAL REQUIREMENTS:

1. Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
2. Ability to grasp, push, and/or pull objects
3. Ability to reach overhead
4. Ability to operate telephone
5. Ability to lift up to 25 lbs. for administrative positions
6. Ability to operate a computer
7. Ability to process written, visual, and/or verbal information
8. Ability to operate basic office equipment and tools PC, Fax Machine, Telephone, Calculator, Copier, Printer.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation.  A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed would not result in undue hardship.