Administrative Specialist

DEPARTMENT: Information Technology

TITLE: Administrative Specialist

STATUS: Full Time, Non-Exempt

PAY RATE: $30.90

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.

Major Function

The Administrative Specialist is responsible for providing support to the Director of IT Administration and the IT Administration team by providing a variety of administrative and clerical tasks. The role provides efficient operation by assisting with scheduling, document creation and management, and communications.

Essential Functions

Inventory and Procurement Management (50 %)

• Monitor and maintain field replacement (FRU) inventory and track deployment and replacement as needed.
• Procure general supplies, IT supplies, computers, and software as directed for the IT Department.
• Invoice for software and computer equipment as directed.
• Provide copies of invoices to field offices as requested.
• Serve in the role of a Purchasing Agent as called upon under direction in times of absence of the Purchasing Agent or excessive workload.
  
  

Administrative Support (25%)

• Provide general administrative support primarily for the Director of IT Administration.
• Provide general administrative support to the Territorial IT Director as called upon.
• Provide general administrative support to other Admin team members as needed under direction.
  
  

Database and Asset Management (20%)

• Assist with maintenance of the asset management database under direction.
• Maintain progress on the “Red Zone Report” (list of equipment to be replaced) and provide status updates.
• Manage and maintain the project invoice repository in conjunction with the Purchasing Agent and Infrastructure Team coworkers.
  
  

Vendor and Contract Management (5%)

• Process IT Contracts and Terms of Service agreements for signatures through TSAMM (The Salvation Army Mission Manager).
• Ensure contracts that require countersignature from the vendor are returned properly executed from the vendor.
• Maintain and manage contracts related to IT in the SharePoint document repository.
• Process W9s for Finance as needed.
  
  

Knowledge, Skills, And Abilities

• General understanding of IT terminology.
• Strong communication and organization skills.
• Strong attention to detail.
• Proficiency with MS Word, MS Excel, MS SharePoint, MS Outlook, and MS Teams.
• Knowledge of Salvation Army terms and processes.
  
  

Experience & Education

• High School Diploma or GED.
• Experience with keeping to-do and bring-up systems.
• 5 years of experience in a clerical role.
• Experience with purchasing processes.
  
  

Physical Requirements

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 is reasonable and no undue hardship would result.

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead.
• Ability to operate telephone.
• Ability to operate a desktop or laptop computer.
• Ability to lift up to 25 lbs.
• Ability to access and produce information from a computer.
• Ability to understand written information.
• Ability to travel within the Territory.
  
  

REPORTS TO: DIRECTOR OF IT ADMINISTRATION