Office Coordinator (5107)

Job Summary
Ensures  the accomplishment of the  various  office  and secretarial  tasks  in the  most  
efficient  and  effective  manner possible; prepares various routine and special reports to keep 
the Officers abreast of progress; completes all human resources functions for Corps.

Essential Functions
This  job  description  should  not  be  interpreted  as  all  inclusive.    It  is  intended  to  
identify  the  essential functions  and  requirements  of  this  position.    The  incumbent  may  
be  requested  to  perform  job-related responsibilities and tasks other than those stated in this 
job description.

Office Coordinating Responsibilities (60%)
Prepares,  types,  and  processes  correspondence,  check  requests,  audit  sheets,  forms,  
invoices,  legal  documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness, 
and timeliness of the same.

Serves  as staff liaison to the local Advisory  Council; maintains  the roster for the local 
Advisory  Council; sets up the meeting room for all advisory council meetings; takes, maintains, 
and distributes meeting minutes.

Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an 
accurate, complete, and timely manner; updates, posts and indexes information and inputs data to 
maintain office records; research office files to locate specific information found in documents,  
correspondence, lists, forms, etc. in order to prepare specific reports.

Prepares  and proofs various routine reports; compiles  and records information  and statistics 
necessary to generate routine reports; proofs reports for errors and to ensure they are 
grammatically correct.

Receives  and responds  to questions  or problems  regarding  the office  operations;  research  
information  in order  to provide information or resolve problems in a timely manner.

Receives,  sorts,  collates  and  distributes  mail in an  accurate  and  timely  manner;  ensures  
that  all  mail  received  is forwarded to the appropriate person and/or destination; collects and 
prepares outgoing mail.

Performs routine filing of a variety of correspondence, forms, cards, records, reports, and 
documents;  maintains and utilizes the bring-up filing system; ensures the files are maintained in 
an organized and efficient manner.

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and 
documents.

Participates in regular staff meetings with the office employees  to discuss work priorities, 
practices, and procedures; resolves operational and personnel problems; provides recommendations 
for improvements and/or enhancements  in office productivity.

Orders office supplies and ensures that the office supply inventory is maintained at a level to 
meet the needs of the department; prepares purchase requisitions and orders equipment and any other 
special items required for the office operations.
 

Human Resources Responsibilities (20%)
Completes  all  employment   action  documentation   for  Corps  employees  including  but  not  
limited  to  new  hire, background checks, E-Verify, classification changes, and separation, FMLA, 
insurance, and workers compensation.

Prescreens  and interviews applicants  for prospective employment;  assists the Corps Officers with 
all aspects of the recruitment process as requested by the Corps Officers.

Conducts  new hire orientation  for new employees;  explains policies, procedures,  and mission  
statement to all new employees; completes and maintains employment files for employees.

Ensures  paperwork  is  submitted  to  Area  Command  Human  Resources  for  review  and  approval  
by  the  Divisional Finance Board in a timely manner.

Completes  and  submits  paperwork  for  Christmas  Seasonal  employees  to  Area  Command  Human  
Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.

Volunteer Coordination  Responsibilities (10%)
Maintains  ongoing  development  and promotion  of a wide range of volunteer  opportunities  with 
The Salvation Army local Corps; recruits, trains, interviews and screens all volunteers needed to 
support Corps projects.

Coordinates  all  volunteer  activities  and  work  assignments;  reviews  written  reports  and  
observes  work  activities  of volunteers  to evaluate  performance;  assists  in identifying  and  
recommending  changes  in  assignment  of  volunteer staff; informs volunteers of policies, 
procedures, and standards of service.

Prepares  and  maintains  up-to-date  records  on  all  volunteers;  prepares  timely  statistical  
and  activity  reports  on volunteer  and corporate  and community  participation; prepares  annual 
report regarding  the status of the corporate and community relations program.

Coordinates volunteer recruitment for Christmas campaigns; contacts participating mall offices; 
acknowledges on-site Angel Tree sponsors to ensure they are properly recognized and thanked for 
their service.

Assigns  the work  of community  service  workers  and  submits  paperwork  to  Adult  Probation  
Services;  serves  as  a liaison to parole officers and completes court-ordered paperwork.

Event Coordination Responsibilities (10%)
Coordinates,  assists with, and participates in special events including Red Kettle, Angel Tree, 
volunteer appreciation, and other events  as assigned;  secures and coordinates  outside vendors 
and volunteers; participates  on the day-of event to ensure a smooth flow.

Other Responsibilities
Makes  travel  arrangements  including  flights  and  lodging  accommodations  for  office  
personnel  and/or  conference attendees.

Updates the Disposition of Forces (Dispo), Minute Book, and/or departmental manuals to reflect any 
changes as they occur; ensures that the same is maintained and updated in an accurate, complete, 
and timely manner.

Performs other duties as assigned.

Materials and Equipment
Personal Computer                           General Office Equipment

Knowledge, Skills, and Abilities
Knowledge of modern office methods, procedures, and practices. Ability to answer the telephone in a 
courteous and tactful manner.

Ability to learn and become proficient in specific computer software. Ability to maintain the 
confidential nature of the work.

Ability to follow instructions plans and organizes work, and work under limited supervision. 
Ability to present a positive and professional image of The Salvation Army.
 

MINIMUM QUALIFICATIONS PREFERRED

Education and Experience
Associate  degree  in  business  administration  or  related  field,  or  completed  certification  
in  office  management  or administrative assistant,

and

two  years  of progressively  responsible  experience  in the performance  of human  resources,  
office  coordination,  or similar,

or

any equivalent combination of training and experience which provides the required knowledge, 
skills, and abilities.

Certifications
Valid State Driver's License

Safe from Harm (trainer) Certified

Physical Requirements
Ability to meet attendance requirements.

Ability to read, write, and communicate the English language effectively. Ability to perform 
routine mathematical computations.
Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, typewriter, and adding 
machine. Ability to work well under the pressure of deadlines.
Ability to follow instructions and work independently with limited supervision.

Duties are usually performed seated.  Sitting may be relieved by brief or occasional periods of 
standing or walking. Limited  amount  of physical  effort  required  associated  with walking,  
standing,  lifting and carrying  light  objects  (less than 25 lbs.) 5-10% of work time.

Working Conditions
Work is usually performed in a normal office environment where there are little or no physical 
discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, 
and the like.