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Administrative Assistant

2 months ago

Hoffman Estates, United States The Salvation Army USA Central Territory Full time

Do you want to use your skills and talents to make a lasting difference in the world? The Salvation Army Central Territory Headquarters is seeking a motivated and experienced professional to join our Program Services Department as an Administrative Assistant. The Salvation Army is one of the largest charities in the United States and is an international organization based on Biblical principles created to help people in need. We are mission-driven, diverse, collaborative, and focused on positive results for people. Join our team to help support our mission by Doing the Most Good

Central Territory Headquarters LI

Job Objective:

The Administrative Assistant to the Secretary for Program and the Assistant Secretary for Program ensures the efficient and effective operation of the Program Department administration through complex administrative and clerical support. The position requires handling of confidential and sometimes sensitive matters, organization of office workflow in a logical sequence and adjustment to frequent changes in priority.

Essential Functions:

  • Composes and prepares routine correspondence under the signature of the Secretary for Program and Assistant Secretary for Program
  • Process incoming electronic mail and determine proper distribution to Program Section staff, department heads and bureau directors as appropriate.
  • Manage, assign responsibility, distribute and respond to mail in the USC Program inbox, consulting with Secretary and Assistant Secretary for Program as needed
  • File USC Program in-box and sent box mail every two weeks
  • Determine items that are time sensitive, require special handling or are high priority correspondence, particularly when related to matters of urgency for the Territorial Commander, Chief Secretary or Secretary for Program.
  • May be required to render decisions in unusual or priority situations, consulting with the Secretary for Program, as necessary.
  • Maintains general office bring up files for appropriate handling and to ensure timely responses.
  • Proofreads, reformats and edits business correspondence prepared by Program Section department/bureau heads under the Chief Secretary's signature.
  • Manage and maintain calendar and coordinate events for Program Secretary and Assistant Program Secretary.
  • Maintain a calendar of out of office for Program Section officers, department and bureau heads.
  • Prepare routine and special reports and other documents, using word processing, desktop publishing, spreadsheet, database, or presentation software.
  • Compiles and organizes information and materials from internal and external sources, distributing items to department heads, bureau directors and commands as appropriate.
  • Act as the focal point for telephone and in-person contact to the Secretary for Program and Assistant Secretary for Program.
  • Serve as a critical linkage for the Secretary for Program with Cabinet secretaries, commands and Section departments and bureaus.
  • Perform general clerical duties to include but not limited to photocopying, faxing, mailing, filing and retrieving corporate documents, records, reports, ordering office supplies, sending cards/flowers, and creating expenses reports.
  • Prepare agendas and arrange for committee, board, and other meetings.
  • Take minutes at meetings related to Commissioning Weekend, Central Bible Leadership Institute (CBLI), Program Section Department & Bureau Head and other meetings. Distribute minutes following approval of the Secretary for Program or Assistant Secretary for Program.
  • Assist in the preparation of Farewell Briefs for Secretary for Program and Assistant Secretary for Program and handle related matters to ensure a smooth transition for the transfer of personnel.
  • Support staff in assigned project-based work.
  • Assist with preparation and execution of department events including traveling to venues withing the Midwest 1-3 times per year.
  • Prepare CBLI grid with housing and attendance.
  • Prepare Commissioning brief along with other event briefs.

Minimum Qualifications:

The requirements listed below are representative of the minimal education, experience, skills, and/or abilities required for this position.

Education & Certification:

Associate's degree

Experience:

Five years' experience as an administrative assistant or executive assistant position required.

OR: Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Skills:

  • Ability to speak, write and understand English in a manner sufficient for effective communication with leadership and field personnel.
  • Clerical - Demonstrated experience and knowledge of high level administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology.
  • Organizational Information - Experience in working with multiple departments, including organizational protocol is required.
  • A knowledge of The Salvation Army and its organizational structure is helpful.
  • Computer Skills - proficiency in the following programs: Microsoft Office Suite (Word, Excel, Power Point, Access) and desktop publishing applications is required.
  • Organizing, Planning, and Prioritizing Work - Ability to work with little supervision, developing specific goals and plans to prioritize, organize, and accomplish the work of the office.
  • Service Orientation - Actively looks for ways to help people. Good working relationships with staff in senior management staff, department heads and other staff at territorial headquarters. Requires the ability to interact with various constituencies within The Salvation Army and general public with knowledge and competency.
  • Time Management - Ability to manage own time and the time of others to accomplish tasks. Able to handle various responsibilities when assigned.
  • Communicating with Supervisors, Peers, or Subordinates - Ability to skillfully manage information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Establishing and Maintaining Interpersonal Relationships - Ability to develop constructive and cooperative working relationships with others and maintaining them over time.

Supervisory Responsibility:

None

Travel:

Some

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.

Physical requirements include: good speaking, hearing and vision ability, and excellent manual dexterity. Lifting, pulling and pushing of materials up to 25 pounds; requires bending, squatting and walking; May stand for extended periods.

Working Conditions:

Work is performed in a typical office environment. Full-time position; may require some weekend and evening work.

The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply