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.

Responsibilities

• Answer phones and direct calls to appropriate locations
• Open, stamp, and distribute incoming mail
• Prepare various reports and correspondences for Corps Officers
• Organize administrative offices including 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 various events, including quarterly community meetings
• Process payables on a weekly basis, cut checks and prepare for signatures
• Make deposits to bank according to policy
• Count all cash/check and make journals accordingly
• Along with designated staff (as assigned by Corps Officer), transport all deposits in a timely manner to the bank
• Maintain rental payments on all tenants
• Track and record all grants/donations from funding sources
• Prepare financial reports and outcomes of grants for submission to DHQ as needed
• Generate billing statements for additional services required from tenants for payment
• Retrieve applicant employment applications from ICIMS for processing
• Communicate background check clearances timely
• Complete references and forward to HR Department at Divisional Headquarters
• Prepare hire and termination paperwork and forward to HR Department at Divisional Headquarters
• Create and maintain employee files; ensure each file is complete with all required paperwork
• File any documentation/correspondence obtained after hire
• Process terminated files in accordance with proper procedures
• Ensure strict confidentiality with regards to employee files
• Enroll new employees into Paycor time clock
• Assist with processing of payroll on a bi-weekly basis
• Track and submit change of status forms (pay changes, title changes, promotions, address changes, etc.)
• File approved documents received from HR Department at Divisional Headquarters
• Verify time availability for staff time off requests
• Ensure that payroll authorizations for hours worked, overtime, and undocumented starting/ending times are valid
• Distribute paychecks in a timely manner
• Ensure all employees have direct deposit or issue bank cards
• Act as liaison with HR Department at Divisional Headquarters regarding all benefit and insurance issues
• Report/process and track all Workers Compensation claims timely to HR Department at Divisional Headquarters
• Process and track all leaves (FMLA, PLOA); communicate pertinent information to HR Department at Divisional Headquarters
• Perform all other duties as assigned

Reporting Relationship

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.

Qualifications

• 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

Skills

• 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