Administrative Assistant

***Monday- Friday 35 Hours Per Week, Pay Range: $21.00-$24.00 Per Hour***

The Salvation Army Mission: 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.

Summary/Primary Purpose: Assist the Divisional Secretary for Business, Finance Department (DBS)and Divisional Finance Board (DFB)with routine duties including highly private and sensitive matters. Operate with a high degree of independent judgement and maintain a close and highly responsive relationship with the daily duties of the Divisional Secretary for Business. Assist vendors, Salvation Army employees and Officers with a high degree of professionalism.

Essential Duties and Responsibilities:

• Maintain familiarity with the Policy & Procedure Manual, Finance Minute Book, and Orders and Regulations for Officers.
• Maintain Divisional Secretary for Business' calendar to include scheduling appointments and receive and initiate phone calls on behalf of Divisional Secretary for Business.
• Prepare and handle correspondence including calls and emails of a complex and confidential nature for the Business Department, as directed and answers or direct inquiries to the appropriate department or individual in a timely manner.
• Responsible for the maintenance and oversight of the TSAMM system for the DFB, to include reviewing submitted data to ensure formatting and attachments meets requirements.
• Responsible for maintaining personnel access to the TSAMM system and provides communication and training on the TSAMM system as needed and directed.
• This position will serve as the backup for the DSB for DFB meetings when directed.
• Assist with the annual Orientation meeting, Business Seminar, and other DSB department events such as birthdays, and anniversaries.
• This role is responsible to review department mailboxes (Finance, Divisional Finance Board) daily as well as the filing of both paper and email correspondence.
• Completes credit applications as approved and completes Form 13 and W-9 annually.
• Prepares Bank Authorizations (Salvation Army (SA)) Corporate Banking Resolution Forms and maintain account data pertaining to TSA personnel authorized to make transactions on Appropriate accounts.
• Responsible for checking in and out of TSA credit cards and purchase orders by TSA personnel as well as manages credit card accounts, card replacements, and name changes for gas and retail store charge cards.
• Manages the sale of stamps, issuance of gas and retail store credit cards and assists with uniform orders, name plates, and other items as directed.
• Coordinates the use, maintenance, and reservations of fleet vehicles. Conduct vehicle inspections after return of vehicles as needed.
• Responsible for tracking Business department supplies inventory and placing orders when necessary.
• This role provides breaks and coverage for front desk duties on a rotating schedule.
• Driving is a requirement of the role.
• All other duties as assigned.

Supervisory Responsibilities: None

Education and Experience: High school diploma or equivalent required with five to seven years related experience. Associate degree (A.A.) in Business or related field preferred.

Qualifications: The requirements listed below are representative of the minimal knowledge, skill, and/or ability required for this position.

• Ability to be flexible and able to work on multiple projects or tasks simultaneously, setting priorities and meeting deadlines.
• Advanced skills working with databases, and ability to utilize Microsoft programs, along with the ability to access payroll, timekeeping and personal data via a web-based system.
• Administrative skills to include utilization of standard office equipment, attention to detail and filing.
• A high degree of professionalism in all communication skills both written and spoken, to maintain effective working relationships.
• Demonstrated ability to handle confidential matters.

Other Qualifications: Must pass all applicable background checks. Must possess a valid driver's license from the state in which you reside. Must be approved through The Salvation Army Fleet Safety Program to drive either a Salvation Army or personal vehicle on Salvation Army business.

Certificates, Licenses, Registrations: Must successfully complete Safe from Harm training within 90 days of hire, as established by The Salvation Army

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Physical requirements include good speaking, hearing and vision ability and excellent manual dexterity. Ability to sit, stand, bend and reach for extended periods of time, dexterity of hands and fingers to operate office equipment. May need to climb, balance, kneel, crouch or crawl. This position will require the ability to lift and/or move more than 20 pounds.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This position works in a office environment, and the noise level is moderate.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.