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Administrative Assistant

2 months ago

Seattle, United States The Salvation Army USA Western Territory Full time
Description

DEPARTMENT: CORPS

POSITION TITLE: ADMINISTRATIVE ASSISTANT

STATUS: REGULAR- FULL TIME/NON-EXEMPT

DIRECT SUPERVISOR: CORPS OFFICERS AND OPERATIONS MANAGER

UNIT: SEATTLE WHITE CENTER CORPS

GENERAL STATEMENT:

The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is the spiritual regeneration of all people.

MISSION STATEMENT:

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.

FUNCTION OF POSITION:

As an Administrative Assistant, this is an administrative position where you will create and engage with clients, and maintain administrative files, statistics, calendars, and various administrative work. This role is significant as you are the first person to engage with the community when entering the admin building. Other responsibilities include managing the invoices, working with vendors, maintaining records, and preparing reports. Some other duties include but are not limited to assisting in other designated areas or programs when needed and assisting with summer camp, VBS, and driving when requested

SCHEDULE:

Monday - Friday with occasional evenings, weekends, holidays

Hours 8 am - 4:30 pm

Hours are subject to change during events and Kettle season.

EDUCATION & EXPERIENCE:
  1. High school graduate with a demonstrated ability to oversee and coordinate various office tasks.
  2. Related experience in the field of administration or office management is preferred but not required.
  3. Ability to read and write clearly in English.
  4. Work with clients from various backgrounds.
QUALIFICATIONS
  1. Applicants must be at least 21 years of age or older and have a current WA Driver License
  2. Must be able to clear the Motor Vehicle Records check.
  3. Applicants must comply with the child protection policies of The Salvation Army.
  4. An understanding and acceptance of The Salvation Army's mission, philosophy, program, and practices.
  5. Knowledge of Photography and Videography products, technology, and editing software
  6. Knowledge of social media platforms including but not limited to Facebook, YouTube, Twitter, Instagram
  7. Minimum typing, 50 WPM
  8. Ability to use computer software - Microsoft Word, Excel & Publisher.
  9. Good communication skills in dealing with the public. Bi-lingual a plus.
  10. Understand office procedures and filing systems and recognize areas of sensitive data where confidentiality must be maintained.
  11. Able to schedule work and complete tasks with minimum supervision.
  12. Experienced with the use and maintenance of FAX and copier machines.
  13. Flexible in work habits. Must be able to work with co-workers and assist where needed.
  14. Possess a general understanding of accounting practices and accounts receivable and payable procedures.
  15. Ability to keep calm in demanding situations.

ADDITIONAL QUALIFICATIONS:

  1. Preferably will have First Aid & CPR certification, Food Handlers permit, and Bloodborne Pathogens training. This can be obtained within the first 90 days of employment.
  2. Applicants must have experience working with volunteers and employees in either a team or supervisory role.
  3. Demonstrate leadership ability.
  4. Detail-oriented, Self-starter, and Team Player.
  5. Must have good customer service skills, networking skills, and the ability to represent The Salvation Army
  6. Ability to communicate with clients in a positive and unbiased manner.
  7. An ability to "defuse" or negotiate situations involving frustration, antagonism, anxiety, and non-compliance with clients.
  8. Ability to be culturally and socially sensitive to all people as there is frequent contact with people from diverse backgrounds.
  9. Ability to work in a fast-paced environment and maintain poise under pressure.
  10. Communicate effectively both written and orally; strong, accurate use of the English language.
  11. Any other job-related duties as assigned by the supervisor.
SUMMARY OF DUTIES AND RESPONSIBILITIES:

ADMINISTRATION
  1. Answer all telephones courteously, 8:00 am to 4:30 pm excluding breaks and lunch, and assist those requesting information.
  2. Greet clients at the window. Determine the purpose of the visit, assist, or direct them to the proper person. Notify other staff if they have a visitor or appointment waiting.
  3. Work with the Social Service Coordinator regarding services, assistance, and appointments available. It is at the discretion of the Social Service Coordinator to determine the information given out and the depth of inquiry regarding circumstances made by the Administrative Assistant.
  4. Daily, call back clients who have left messages requesting Social Service assistance and help them resolve their problems. Make appointments and/or give them referrals to other agencies when necessary.
  5. Check VM and respond or redirect them to the appropriate person throughout the day.
  6. Maintain the Summer Puget Sound Energy Emergency Assistance program.
  7. Maintain Administration files daily.
  8. Handle Memorial and donation letters for the Corps.
  9. Prepare weekly church bulletins, program schedules, and monthly calendars.
  10. Maintain office machines - FAX, copier, and other equipment. Order supplies and keep machines in good working order.
  11. Prepare outbound mail for the post office.
  12. Assist other staff with preparing forms and letters for TSA business.
  13. Notify the safety committee of monthly meetings and prepare minutes for each meeting.
  14. Post safety committee minutes in designated locations within one business day.
  15. Receipt and deposit all program fees and donations daily.
  16. Prepare a monthly statistical report (NSS/Corps Management System) for Divisional Headquarters
  17. Work with the Christian Education Director and Education Coordinator on After-school Program/Summer Camp/Day Camp applications, payments, signups, and flyers.
  18. Responsible for maintaining Corps records and preparing reports for yearly Corps review.
  19. Complete and submit monthly reports for Gifts-In-Kind to DHQ via R-drive.
  20. Work with Social Service clients in filling out United Way demographics surveys for the Social Service department. Send the completed surveys to DHQ when requested.
  21. Make quarterly follow-up phone calls to Social Service clients receiving rent assistance. Send this report to DHQ on a timely basis.
  22. Communicate with service groups, other Salvation Army programs, community centers, churches, DHQ, etc. regarding information about the Corps.
  23. Deal with suggestions, incidents, accidents, and complaints in a professional manner.
  24. Make weekly trips to the post office to drop off or pick up mail.
  25. Prepare and facilitate completion of payables/receivables and submit to DHQ.
  26. Prepare and make deposits. Submit information to DHQ. "Look at
  27. Submit invoices to APW as received.
  28. Design and print business cards for Corps Officers and staff.
  29. Contact or coordinate with vendors on the upkeep of the Corps and the Officers living quarters.
  30. Maintain information on the digital bulletin board in the admin building and community center.
  31. Must keep client's information updated in Wellsky.
PROGRAMS & EVENTS:
  1. Assist in the areas of programs and events as requested.

VOLUNTEERS:

  1. Connect volunteers or potential volunteers with the Operations Manager
  2. Send volunteers' or potential volunteers' information to the Operations Manager when no one is available.

SEASONAL:

  1. Assist with seasonal efforts, specifically the Christmas/Kettle efforts (i.e. driving, pickups/drop-offs, etc.).
  2. Assist with seasonal projects as determined by the Commanding Officers.
  3. Assist with the Adopt-Family program at Christmas.
  4. Assist with registering Angle Tree families.
  5. Other duties as assigned by the Corps Officer or Operations Manager.

SOFTWARE-RELATED SKILLS:

  1. Microsoft Office, including Word, Excel, Teams, Publisher, and Outlook (email and calendar)
  2. Data Entry - able to learn skills required to enter clients
  3. Knowledgeable of basic internet skills

PHYSICAL REQUIREMENTS:

  1. Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
  2. Ability to grasp, push, and pull objects such as files and file cabinet drawers and reach overhead
  3. Ability to use hand to finger, handle or feel objects, tools, or controls;
  4. Ability to operate the telephone
  5. Ability to operate a desktop or laptop computer
  6. Ability to lift 20 lbs.
  7. Ability to access and produce information from a computer
  8. Ability to understand written information
  9. Ability to operate a motor vehicle

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.

"The Salvation Army will comply with all governmental orders and any contractual obligations relative to COVID-19 safety measures, including mandatory vaccination of staff, if required. The Salvation Army will consider requests for exemptions from any such requirements on either religious or medical grounds."

A generous benefits package is included with full-time positions: paid holidays, vacation time, sick time, and medical, vision, and dental insurance.

Health Insurance: Low bi-weekly premiums for employee-only coverage, Kaiser HMO for those residing in a Kaiser service area, Anthem EPO/PPO is available for those residing outside a Kaiser service area. Voluntary +1 and +family coverage at additional cost. Delta Dental DHMO and DPPO dental insurance are offered.

Life and Voluntary Options: An employer-paid life insurance policy covers employees. Voluntary supplemental life, short-term and long-term disability plans are available.

Retirement Plans: Employer-funded Money Purchase Pension Plan (Defined Contribution Plan) 50% vested at five years eligible service time. Plus, an employee-funded voluntary 403(b) option.

Parental Leave: The benefit is 40 hours of Paid Leave for qualifying events.

Sick Leave: 12 days of Sick Leave annually accruing from day one, eligible for use after three months' service time.

Paid Vacation:

Two weeks annually, accruing from day one, for non-exempt positions.
Four weeks annually, accruing from day one, for exempt positions.
Accrued vacation is eligible for use after six months' service time.

Paid Holidays: 13 designated holidays + 1 floating holiday per year

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)