Human Resource Administrative Assistant

THE SALVATION ARMY

Northern and Central Illinois Division

Ray & Joan Kroc Corps Community Center Chicago

POSITION DESCRIPTION

POSITION TITLE:                           Administrative Assistant

LOCATION/DEPT:                          RJKCCC

REPORTS TO:                                 Human Resource Generalist

FSLA:                                               Non-exempt, RPT

MISSION

The Salvation Army Ray and Joan Kroc Corps Community Center of Chicago exists to express the mission and ministry of The Salvation Army through a safe, enriching and sacred environment where all individuals have access to opportunities to reach their physical, intellectual, social and spiritual potential. The Vision of the Chicago Kroc Center is to touch individuals, families and seniors of the Southside with: Community – Wellness – Excellence – Character – Faith.

OUTCOMES

This position is in place in order to help ensure that HR policies, procedures and systems are in place in order to support the center in meeting the mission of The Salvation Army. This includes the hiring process, processing employee information, orientation, benefits administration, and training and development. This position will play a significant role in maintaining confidentiality and ensuring that the mission of the Salvation Army is followed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provide administrative assistance to Human Resource Generalist. This includes but is not limited to:
2. Answering phones, written correspondence and reports, copies/faxes and maintenance of all files (electronic and manual).
3. Organizing appointments and meetings, including meeting minutes.
4. Maintain business calendar of events and activities.
5. Sort and provide mail to the appropriate managers or directors for consideration.
6. Responsible for the tracking and maintaining employee uniform inventory.

Human Resources

1. Assist the Human Resource Generalist with hiring plans of full and part time staffing for the RJKCCC.
   1. Assist in making sure that all current job openings are posted on internal and divisional website.
   2. Give direction and assist prospective employees on the application process for open positions at the RJKCCC.
   3. Assist the HR Generalist with reviewing resumes with current job description requirements and forward all qualified applicant to the respective directors and managers responsible for hiring positions as directed.
2. Assist the Human Resource Generalist in carrying out Human Resource programs, procedures, and training for employees of The Salvation Army RJKCCC.
3. Ensure the maintenance of accurate, complete, and functional personnel files.
   1. Ensure that appropriate paperwork is submitted to Divisional Headquarters on a timely basis.
4. Assist in the collection of data and prepare reports pertaining to work force statistics, absenteeism, tardiness, and employment turnover as directed.
5. Assist with employee orientation as needed.
6. Assist with the maintenance of all employee files including but not limited to personnel records, benefits, employee evaluations, job postings, exit interviews, etc.
7. Assist in tracking position requirements (safe from harm, mandated reporter, sexual harassment, CPR, etc.)
8. Assist in the processing of payroll as needed.
9. Maintain and update all employee related bulletin boards and monitors.
10. Maintain good customer service to the community; see that all customers, clients, and members are given prompt and courteous service.
    1. Interface with co-workers and members in a professional level that meets the expectations of the mission of the RJKCCC.
    2. Answer routine questions; and assists other staff as needed.
11. Follow and ensure adherence to The Salvation Army Policies and Procedures.
12. Perform other duties as assigned.

RELATIONSHIPS

In contacts related to this position’s duties this individual acts as a representative of The Salvation Army and its mission.

SUPERVISION RECEIVED

Under general supervision of the Human Resource Generalist with some freedom to plan, schedule and carry

out responsibilities within established policies and guidelines.

PERFORMANCE MEASURES

This individual will be evaluated on how effectively the outcomes of this position are achieved.

Timeliness and accuracy of accomplishing assigned goals will be reviewed.

An evaluation of how effectively service is provided.

EDUCATION /EXPERIENCE

• High School Diploma required with two years of college education: a BA or BS or their equivalent is preferred.
• A minimum of a 2-5 year administrative or related experience in supporting an organization’s office management area.
• Added plus but not required to have prior knowledge of principles and practices of Human Resources.
• Must be proficient in MS Office, including Word, Excel, PowerPoint.
• Must be Safe from Harm certified within 30 days of hire.
• Mandated Reporter trained
• Sexual Harassment Prevention trained
• CPR certified with 90 days of hire

COMPENTENCIES

• An extensive knowledge of the principles of the Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint.
• An advanced understanding of office management, confidentiality, and professional communication in an office setting.
• A decision-making approach that evaluates options, resources and outcomes in light of the departmental goals and objectives.
• An interpersonal style that exhibits the principles and values of the Salvation Army as well as fosters team relationships.
• Highly effective communication skills that are persuasive, self-controlled, with an ability to diffuse difficult interpersonal situations or discussion and professional through interpersonal communication, public speaking, and written materials.
• Demonstrated ability to use initiative and be a self-starter.
• An attention to detail and outstanding follow through.
• A demonstrated ability to manage projects and priorities in a constantly changing environment.
• A commitment to the mission of The Salvation Army and for seeing the integration of faith and services in a community setting.
• A commitment to support the work of the Army through identification, recognition, and development of positive staff.
• A positive attitude that communicates cheer and encouragement to staff and members.
• Knowledge of the Army’s history, mission, and structure, as well as its services, policies, and procedures.
• An ability to multi-task and remain calm under pressure.
• An ability to relate to and work with a variety of cultures and generations.
• A professional appearance and customer service skills, especially in problem solving.
• An ability to work with confidential material.
• Must be flexible in scheduling and work weekends as needed.

THE SALVATION ARMY 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.

DOING THE MOST GOOD 

Do you want to use your skills and talents to make a lasting difference in the world?  The Salvation Army is the fourth largest charity in the United States and is an international organization based on Biblical principles created to help people in need.  We are mission-driven, diverse, collaborative, and focused on positive results for people. Join us in making a difference.

The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.