What are the responsibilities and job description for the Administrative Assistant position at The Salvation Army Eastern Territory?
Overview
To assist the Corps officer in grant requests, FEMA, HAP program, Community Block Grant, Christmas fundraising, the intake and monitoring of Community Service workers, and other administrative duties.
Responsibilities
Essential Duties and Responsibilities:
- Answer telephone, screen calls, take messages and channel them to the appropriate personnel.
- Politely receive visitors and direct them to appropriate areas.
- Perform a variety of typing/clerical duties/computer duties as required by the Corps Officer; i.e. correspondence, reports, etc.
- Record, total and report monthly statistics in a timely manner.
- Report payroll to headquarters. Report time on employee time sheet.
- Do intake/referral, counseling and provide services as needed for clients, and oversee the general management of all office personnel.
- Help to see that the building is secure and machines are turned off at the end of the working day.
- Ensure thee are sufficient supplies of all office materials, and order food supplies, janitorial supplies and miscellaneous supplies, after checking with Corps Officer.
- Properly maintain the Corps and social services filing system.
- Perform any other reasonable duties which might be requested periodically but may not be outlined above.
- Maintain sufficient mailing supplies for all offices; i.e. letterhead, envelopes, stamps, etc.
- Responsible for the maintenance of all office equipment and machinery, including the calling of repairmen when necessary.
- Prepare Pizza Hut and Long John Silver Harvest Program reports.
- Prepare food bank and food pantry reports.
- Prepare HAP monthly and quarterly reports.
- Assist at Advisory Board/prepare Advisory reports.
- Prepare reports and requests for funding of grants and state food purchase program.
- Supervise and report to the courts community service workers and there progress.
- Ensure confidentiality of records and information is protected.
- Be a responsible and cooperative team member.
- Encourage positive and harmonious working relationships with staff.
- Maintain and promote good public relations on behalf of the Salvation Army.
- Ability to train secretarial staff in the areas needed to perform their work proficiently.
- Dress conservatively and neat at all times.
- All duties performed and services that are provided will be done in a totally confidential manner.
Additional Responsibilities:
- Track vacation, sick time and personal days. Report usage to DHQ
- Assist with hiring and performance evaluation paperwork.
- Assist Corps Officer in administrative duties associated with Christmas Fundraising.
- Compile new United Way tracking and submit monthly reports.
- Maintain and submit new quarterly reports for the Homeless Assistance Program (HAP) Grant.
- Maintain and submit monthly reporting to the State of Pennsylvania of Homeless Children and their School Attendance.
- Intake and monitor individuals assigned from Corrections to The Salvation Army Johnstown to complete Community Service hours.
Qualifications
Knowledge, Skills and Abilities:
- Supervisory skills
- PA Driver’s License
- Proficiency in MS Office Suites
- All three PA Clearances required upon employment and thereafter upon renewal date: PA Child Abuse History Clearance, Request for Criminal Record, and Fingerprint based federal criminal history.
- PA Mandated and Permissive Reporting and The Salvation Army's KeepSAfe training required.
Education and Experience:
- Minimum of an Associates Degree in Business or the equivalent.
- Minimum of two years experience in Administration or a related field.