Administrative Assistant

About the Role

The Administrative Assistant provides general office support for the Red Shield Center including assistance with written and oral communications, data organization, finance reports, payables, and deposits.

Outcomes

• Provide leadership using policies, procedures and available systems to support the Red Shield Center in meeting the mission of The Salvation Army.

Essential Duties and Responsibilities

• Administrative duties: answer phones and direct calls; open, stamp, and distribute incoming mail; prepare reports and correspondence for Corps Officers; organize filing and storage of supplies; order supplies for all departments; write thank you notes for donations; schedule and supervise community service workers; send invitations for events including quarterly community meetings.
• Finance: process payables weekly, cut checks for signatures; make bank deposits according to policy; count all cash/checks and prepare journals; transport deposits to bank in timely manner with designated staff; maintain rental payments on tenants; track and record all grants/donations; prepare financial reports and outcomes of grants for submission to DHQ; generate billing statements for additional tenant services.
• Recruitment: retrieve applicant employment applications from ICIMS; communicate background check clearances timely; complete references and forward to HR at Divisional Headquarters.
• Hiring/Termination: prepare hire and termination paperwork for HR; create and maintain employee files with all required paperwork; file documentation after hire; process terminated files per procedures; maintain strict confidentiality of employee files.
• Payroll/Employment Changes: enroll new employees in Paycor time clock; assist with bi-weekly payroll processing; track and submit change of status forms; file approved documents from HR; verify time availability for time off requests; ensure valid payroll authorizations; distribute paychecks; ensure all employees have direct deposit or bank cards.
• Benefits Management: act as liaison with HR regarding benefit and insurance issues; report/process Workers Compensation claims timely; process and track all leaves (FMLA, PLOA) and communicate to HR.
• Other duties as assigned.

Reporting Relationships

This position reports to the Corps Officer. In contacts related to this position's duties, this individual acts as a representative of The Salvation Army and its mission.

Performance Measurements

This individual will be evaluated on how effectively the outcomes of this position are achieved. Timeliness and accuracy of accomplishing assigned goals will be reviewed, and an evaluation of how effectively service provided. A 30, 60, and 90-day performance review will be conducted.

Education and Experience

• High School Diploma required with 2-4 years of experience required.
• Associate degree preferred.
• Experience in PC-based work environments, including Word and Excel.
• Must be able to type 60 wpm.

Competencies

• Willing to promote the mission of The Salvation Army.
• Good communication and interpersonal skills.
• Demonstrated ability to use initiative and be a self-starter.
• Attention to detail.
• Ability to work with confidential material.
• Positive attitude and ability to be flexible in light of changing job situations/priorities.

Position Limitations

• Will only commit Army resources that have not been allocated or approved.
• Will keep the Corps Officers informed on all critical issues relating to their area of responsibility.
• Will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

Physical Demands and Work Environment

• Required to do light physical work. Must be able to walk up two flights of stairs and lift up to 50lbs.
• Regularly required to use standard office equipment and PC.
• Office environment with a low noise level.
• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors, including resolution of conflicts in a positive manner; courteous treatment of staff, clients and visitors; respect of others' property and person; professional and appropriate communication to and about co-workers, supervisors and subordinates.
• Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.