Administrative Assistant

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

TRI-CITY/ST. CHARLES CORPS

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant

LOCATION/DEPT: Tri-City/St. Charles Corps

REPORTS TO (TITLE): Corps Officers

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RPT

PAY GRADE: 403

PAY RANGE $16.50 - $19.80

OUTCOMES

Responsible for the processes that ensure our office operates smoothly by managing communications, supplies, calendars, technical support, and assisting with special projects and events. This role ensures that our front desk runs like a well-oiled machine while providing a welcoming and professional first impression.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Front Desk & Visitor Management (25%)




1. Greet and assist visitors with professionalism and courtesy.
2. Manage incoming phone calls, emails, and messages.
3. Maintain a welcoming atmosphere at the reception area.

1. Office Operations & Supply Management (20%)




1. Maintain a functional, well-supplied office environment.
2. Oversee day-to-day administrative tasks and coordinate with facility staff to keep the office neat.
3. Manage office supply inventories and ensure timely replenishment.

1. Calendar & Meeting Coordination (20%)




1. Maintain an accurate office calendar of upcoming events.
2. Schedule social service appointments, advisory board, committee and staff meetings efficiently.
3. Manage gym and building rental, as well as event set-up/cleanup arrangements.
4. Serve as the primary point of contact for internal communications related to scheduling.

1. Administrative Support & Special Projects (20%)




1. Assist with data entry, filing, and other clerical duties as needed.
2. Support special projects and event planning to ensure smooth execution.
3. Provide ad hoc support to various departments during busy periods.

1. Internal Communication Support (15%)




1. Disseminate internal announcements and updates to ensure clear communication.
2. Facilitate effective collaboration between departments using email and Teams.
3. Serve as a liaison between front-line staff and management to streamline information flow.

1. All other duties as assigned.

REPORTING RELATIONSHIPS

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

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

PERFORMANCE MEASUREMENTS

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

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

EDUCATION/ EXPERIENCE

• High School Diploma or GED equivalent.
• A minimum of one year's experience in an office environment or any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities.
• Fluent in Spanish. Professional written and verbal communication skills in Standard Spanish, preferred.

COMPETENCIES

• Knowledge of general office equipment and procedures, including a personal computer and the use of the Microsoft Office software applications.
• Knowledge of the methods, techniques, materials, and equipment used in the operation of a business office.
• Demonstrated ability to answer a multi-line phone system and receive and transfer phone calls through the phone system.
• Demonstrated ability to create simple documents using the Microsoft Office suite software.
• Good communication and interpersonal skills.
• Ability to use initiative and to be a self-starter.
• An attention to detail.
• A positive attitude and the ability to be flexible in light of changing job situations/ priorities.
• An ability to work with confidential material.
• Supportive of the mission of The Salvation Army.

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.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use office equipment and a PC.
• 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.