Administrative Assistant - Divisional Social Ministries Department

Job Objective:  Provide a wide range of administrative support activities to the Divisional Social Services Department.

Essential Functions:

Administrative Duties:

• Provide administrative services and coordinate logistics for the Divisional Social Services Department; manage calendars, organize meetings, prioritize mail, handle phone calls, receive messages, compose emails and correspondence
• Coordinate services and maintenance of copier and filing systems
• Order office supplies and maintain inventory of supplies, furnishings and equipment
• Coordinate departmental activities with efficiency, including scheduling, file management, and data entry while maintaining a high level of confidentiality
• Ensure departmental tasks are completed accurately and on time, using a solution-focused approach
• Provide administrative support in disaster case management activities including securing needed documentation, compiling reports, filing and overseeing data entry
• Assist the Executive Director of Social Services in processing all Thomas Lyle Williams Fund applications and required grant reporting
• Assist in the preparation of Divisional Social Services conferences and events
• Collect monthly reports from program directors as requested

Clerical Duties:

• Prepare meeting minutes for various departmental meetings and route appropriately following approval
• Provide clerical support to the Divisional Mission and Program Council; maintaining meeting minutes, preparation of meeting agendas, tracking of submissions to ensure timely processing, retention of files, and communication to the field
• Provide clerical support to, and back up for the Contract Compliance Specialist
• Arrange and participate in designated meetings, team projects, and seasonal activities and other events as requested
• Participate in the rotation for Divisional Headquarters receptionist coverage as needed.  Route callers and greet, sign in, and direct visitors appropriately
• Ensure processing for both internal and external mail for the Divisional Social Services Department

Information Management:

• Prepare departmental billing for approval
• Coordinate and update schedules for Social Services Department staff
• Maintain confidentiality of all written/verbal communications and information as required by statute and policy/procedure
• Maintain program files according to standardized filing methods and purge records according to disposition of file procedures. Enter paper files into electronic document storage system (File Bound) in a systemic manner to ensure ease in file retrieval
• Maintain the contract database and paper files for all applications, grants, contracts and memorandums of understanding
• Coordinate the Social Services Evaluation process; manage the evaluation schedule, maintain and update real-time status tracking spreadsheets, handle logistics and visit needs for evaluators, and assist in compiling and distributing final evaluation reports
• Create and maintain monthly billing, expense, and statistical tracking reports

Minimum Qualifications:

Education: Minimum two-year college degree in administrative studies or related field; relevant experience in lieu of degree will be considered.  Specialized training in clerical skills or business preferred.

Experience: Minimum of four years’ clerical/administrative experience. Prefer previous experience in social services setting

Certifications/Licenses:  None

Skills/Abilities:

• Strong organizational skills and detail-oriented
• Ability to proactively identify opportunities for improvement and develop effective solutions to challenges
• Proficient verbal and written communication skills in Standard English
• Time management skills and ability to handle multiple demands and priorities
• Strong teamwork and interpersonal skills
• Sound judgment, problem solving and conflict resolution skills
• Ability to multi-task in order to meet varied project and reporting deadlines
• Ability to be creative, original, intuitive, and perceptive
• Ability to think logically and critically
• Ability to work with people of diverse racial, ethnic, and socioeconomic backgrounds in a sensitive and culturally appropriate manner
• Ability to work with minimal supervision
• Ability to operate office equipment
• Proficient in computer software applications such as MS Office, Excel, and PowerPoint.

Supervisory Responsibility: None

Physical Requirements:  Include sitting, walking, standing, bending, squatting, climbing, kneeling, and twisting; grasping, pushing, and pulling; reaching overhead; lifting up to 25 lbs.  Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.

Travel: Less than 10%

Driving: Driving is required. Employee must possess a valid driver’s license from the state of residence.  Must be approved and maintain approval through The Salvation Army Fleet Safety Program to drive either a Salvation Army or personal vehicle on Salvation Army business. 

Working Conditions: Work is performed in a typical office environment with a moderate number of interruptions and job related stress factors. Workload is predictable and manageable. Under general supervision proceeds alone on regular duties referring questionable situations to supervisor or others. Errors or impact on quality work may be serious.  Regular contact with employees, clients, volunteers and other departments furnishing or obtaining information or reports, discussing subjects that require tact to avoid friction and obtain cooperation along with contacts outside the organization requiring proper handling. Must concentrate mental and visual attention closely on work for sustained periods.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

The Salvation Army Mission: 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.

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.

Qualifications:

Full Time Position - 37.5 Hours per Week

Benefits Eligible - Medical, Vision, Dental Insurance; Life Insurance; Supplemental Insurance; Retirement Plans; PTO