Administrative Assistant

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

MAYFAIR CORPS

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant

LOCATION/DEPT: Mayfair Corps

REPORTS TO: Corps Officers

FLSA CATEGORY: Non-Exempt

STATUS TYPE: TPT

PAY GRADE: 403

PAY RANGE: $19.92 - $23.90

OUTCOMES

Under the general supervision of the Corps Officers, maintaining accurate and detailed accounting records of all financial transactions. In addition, provide comprehensive administrative support-including document preparation, scheduling, internal communications, and records management-often involving confidential information, to the Corps Officers and other Corps personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Duties

1. Answer phones, screen calls, provide information, direct inquiries, take messages, and welcome visitors.
2. Manage correspondence, filing systems, and data entry in church management software.
3. Prepare, edit, and distribute church communications (bulletins, emails, announcements).
4. Contact members, staff, and program participants to share information, confirm details, and provide reminders.
5. Assist with preparing reports, forms, and materials for leadership and congregation.
6. Assist with facility scheduling and maintaining calendars.
7. Send acknowledgments and thank-you letters to donors.
8. Maintain church membership and mailing address records.
9. Provide administrative support to ministry leaders as assigned.

Finance Duties

1. Record weekly offerings, donations, and other income; prepare bank deposits.
   
   
   
   1. Accept funds, record payments, and prepare receipts following established procedures.
   2. Review, code, and submit all invoices and Corps expenses to Corps Accounting on a weekly basis.
   
   
   
   
2. Work with auditors, bookkeepers, or external accountants as required.
3. Assist with the monthly financial report for the Corps Council.
4. Assist in budget preparation and year-end financial reporting.
5. Ensure compliance with DHQ financial policies and procedures.

Other Duties

1. Perform other related tasks as assigned to support the mission and operations of the church.

REPORTING RELATIONSHIPS

Under the general supervision of the Corps Officers, with substantial freedom to plan, schedule, and

carry out responsibilities within established policies and guidelines.

In contacts related to this position's duties, this individual acts as a representative of The Salvation 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 required, along with the equivalent of one to two years of post-secondary education.
• Prior use of CRM systems and document management platforms in administrative roles.
• Demonstrated experience in bookkeeping or an equivalent accounting function is required.
• At least one year of experience in an administrative role is required.
• Valid Driver's license/MVR clearance.
• Fluent in Korean and English, with strong verbal and written communication skills in both languages required.

COMPETENCIES

• Willing to promote the mission of The Salvation Army.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Publisher).
• Skilled in managing calendars, emails, and virtual communication tools.
• Ability to type at least 40-50 words per minute.
• Strong communication and interpersonal skills.
• Demonstrated ability to take initiative and work independently.
• Attention to detail and accuracy.
• Positive attitude with flexibility in adapting to changing priorities or situations.
• Ability to handle confidential materials with discretion and integrity.

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 10 pounds.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard 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 for 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.