Office Assistant

2 months ago

Waukegan, United States The Salvation Army Full time

Job Description

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION 

WAUKEGAN CORPS

POSITION DESCRIPTION

POSITION TITLE: Office Assistant

LOCATION/DEPT: Waukegan Corps

REPORTS TO: Corps Officers

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

OUTCOMES

Administrative support will be provided for the Corps in order to ensure that the functions of this position are effectively achieved. This includes assistance with written and oral communications, with planning and implementation of events as well as maintaining data management systems (paper files and electronic data files). A liaison will also exist with divisional departments and sites.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Perform general secretarial and office administrative duties including typing, filing, handling mail, managing appointments, handling incoming/outgoing phone calls and other related duties. Warmly greet, answer, direct and provide referrals as appropriate to guests and callers. Check answering machine; record any updated message as needed. Greet all visitors to The Salvation Army, referring them to the appropriate individual for assistance. Maintain proper image of The Salvation Army and generate positive public relations, both with clients and donors. Open incoming mail and distribute to appropriate staff. Distribute internal corps mail in appropriate corps members and /or local officer’s mailboxes. Stock and maintain corps literature racks in neat and orderly condition. Receive deliveries and route to appropriate staff member. Assist Social Service clients in completing their initial intake forms and scheduling appointments. Be responsible for the operation of the copier. Assist in the copying of invoice vouchers for payment. Assist in keeping accurate corps statistical records, including distributing and collecting weekly attendance reports that are printed using Shelby group module. Submit and maintain monthly statistical reports to Divisional Headquarters (DHQ) the first week of the month. Prepare and print a weekly worship service bulletin and prayer list. Print children’s Sunday worship bulletins. Attend monthly Corps Council and Advisory Council meetings, take/type minutes and submit to Divisional Headquarters and Corps/Advisory Council members. Keep lists(s) of hospitalized corps members, special prayer requests, deaths, births, and other important events. Order flowers from corps at Corps Officer’s request. Assist with serving the regular food pantry Maintain and organize food pantry. Ensure that shelves are well-organized and older food is distributed first. Perform all other duties as assigned.

REPORTING RELATIONSHIPS

Under general supervision of the Corps Officers with minimal freedom to plan, schedule and carry out responsibilities within established policies and guidelines.

This individual relates to, and interacts with, a wide range of contacts both within and outside the Salvation Army. In these contacts they act as a representative of the Army and its mission.

PERFORMANCE MEASUREMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy, and completeness of accomplishing assigned goals.

A 30, 60, and 90-day performance review will be conducted.

EDUCATION/EXPERIENCE

High School diploma or GED equivalent preferred. 2 years of experience in an administrative assistant or secretarial position. Experience with a computer-based work environment and an excellent working knowledge of Microsoft Office 365. Bilingual English/Spanish required.

COMPETENCIES

Excellent communication (verbal and written) and interpersonal skills, using diplomacy and good judgment. Demonstrated ability to use initiative and be a self-starter. Demonstrated ability to multitask. A positive attitude and the ability to be flexible considering changing job situations/priorities. Supportive of the mission of The Salvation Army. An ability to work with confidential material.

POSITION LIMITATIONS

This individual will only commit Army resources that have been allocated or approved. This individual will keep the Corps Officers informed on all critical issues relating to their area of responsibility. This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

This position is required to do light physical work and must be able to lift 25 pounds. In order to successfully perform the essential functions of this position, the employee is regularly required to sit for lengthy periods of time; use hands to finger, handle, or feel; and talk or hear. The employee is infrequently required to walk, stoop, kneel or crouch; but frequently required to reach with and use arms and hands, as required in using standard office equipment and a PC. Specific vision abilities required by this job include close vision, distance vision, and ability to focus. The work environment for this position includes an 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. This would include but not be limited to such actions: 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.

THE SALVATION ARMY 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.

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