What are the responsibilities and job description for the Office Assistant position at The Salvation Army Eastern Territory?
Overview:
The Office Assistant provides administrative support to the Corps Officers, exhibiting a high level of initiative, discretion, sound judgment, and knowledge of policies and procedures related to all administrative duties.
Responsibilities:
- Manage weekly financial transactions, including deposits and reporting of financial figures.
- Maintain and update spreadsheets for 'Thank You' acknowledgments, gift cards, and gift-in-kind reports.
- Coordinate the dispatch of 'Thank You' letters for significant contributions.
- Process and code invoices, ensuring accurate departmental expense tracking.
- Perform regular filing and document management tasks.
- Collaborate annually with leadership to develop and monitor the organizational budget.
- Manage office supply orders and maintain vendor relationships.
- Prepare and submit housing and financial reports for the Board of Social Services.
- Provide oversight to Food Pantry including ordering food from Foodbank.
- Verify client accommodations and complete necessary documentation for housing assistance.
- Generate and manage hotel vouchers for clients, ensuring sequential tracking and documentation.
- Prepare and submit monthly and quarterly financial request letters and supporting documentation.
- Prepare and print Sunday bulletin.
- Coordinate with CO to assist with monthly headquarters reporting.
- Supervise and support receptionist, providing backup assistance as needed.
- Coordinate volunteer activity including headquarters paperwork for volunteers.
- Attend and take minutes at monthly Ad Board meetings and any relevant committee meetings.
Seasonal Thanksgiving/ Christmas:
- Develop and update sign-up applications for Thanksgiving and Christmas events.
- Organize appointment scheduling for Thanksgiving, creating and distributing time labels for both applications and client postcards.
- Coordinate Christmas event scheduling, including printing appointment letters after determining family allocations for each time slot.
- Monitor and report on Kettle income during the holiday season.
- Track and report income and expenses related to the Annual Dinner event.
- Other duties within the scope of the role as assigned by supervisors.
- Minimum of 1 year of administrative experience.
- Excellent communication, management, and organizational skills.
- Proficiency in working with Microsoft Office programs (Outlook, Teams, Excel).
- Ability to work independently and with a team.
- Ability to interact with staff, clients, visitors, and the community in a friendly and professional manner.
- Must understand and support The Salvation Army’s mission as a church and a social services organization.