Business Administrative Assistant

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

POSITION DESCRIPTION

POSITION TITLE: Business Administrative Assistant

LOCATION/DEPT: DHQ

REPORTS TO (TITLE): Divisional Secretary for Business

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

PAY GRADE: 403

OUTCOMES

Responsible for the overall coordination and support of the Business Section which includes the Divisional Secretary and Divisional Secretary for Business Departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Administrative Support

a. Develop and maintain overall schedules, resource plans priorities, and dependencies.

b. Coordinates activities and projects between the Business Section and other DHQ Sections/Departments.

c. Provide reports to the DS and DSB and other Business Section Department Heads explaining project continuity, issues, risks, timeline, and changes to original plans between departments.

d. Manage TSAMM Database

e. Respond to internal inquiries, both verbally and in written form, related to departmental procedures outlined as it relates to operational functions.

f. Monitor email boxes and phone lines; escalate any emerging risks issues to the appropriate Department.

g. Coordinate and arrange recurring meetings, luncheons, and conferences. Prepare materials necessary for meetings and take minutes of meetings as requested

h. Attend meetings as requested, prepares, and distribute meeting minutes.

i. Organizes and maintains electronic and paper files and assures that documents are accessible in a timely manner and kept confidential.

j. Greets visitors to section to determine their needs and directs them accordingly

k. Manage the calendars for DS and DSB and creates appointment reminders.

l. Provide administrator backup support for the DFB meeting process.

2. Policy and Procedures

a. Analyze procedures, processes, and tasks as they relate to the Business Section, with aim of reducing redundancy, building efficiency, and increasing productivity, while ensuring compliance with Salvation Army policies.

3. DOT/MVR

a. Ensure DOT (Department of Transportation) and FMCSA (Federal Motor Carrier Safety Administration) Compliance via training, data management, analysis and reporting.

b. Advise Officers, Supervisors and employees of upcoming expirations as required so that ample time is available to each driver to remain compliant.

c. Manage and process vehicle accidents/incidents through conducting a thorough investigation and provide resolution; issue reports and request missing information for accident investigation process.

d. Assist with the development and maintenance of fleet safety compliance programs for the entire NCI Division, including the DOT vehicle maintenance and inspection programs.

e. Review all DOT inspections for accuracy and verify it is a valid inspection and meets all Federal regulations.

f. Apply for original permits and maintains a schedule for renewals, reporting and provisions of all required DOT related permits.

g. Review, analyze and report on current DOT and fleet safety program status and assist in the development of improvement initiatives to improve safety and reduce risk.

h. Maintains database to ensure driver and vehicle information is uploaded and updated correctly.

i. Scanning and indexing documents into corresponding files daily.

j. Responsible for amending, correcting, and editing any documents scanned into the system.

k. Monitors the overall compliance program at the operating level and works closely with the Command DOT Compliance Coordinator.

l. Process all vehicle requisitions from the Division for purchase.

m. Process and record Motor Vehicle Reports (MVRs) through established systems.

n. Prepare annual MVR update and provide applicable records for audits.

4. Other Duties

a. And any other duties deemed by Supervisor.

REPORTING RELATIONSHIPS

This position reports to the Divisional Secretary and the Divisional Secretary for Business.

In contacts related to this position's duties, this individual acts as a representative of The Salvation

Army and its mission.

PERFORMANCE MEASURMENTS

* This employee will be evaluated on how effectively the outcomes of this position are achieved.

* Timeliness and accuracy of accomplishing assigned goals will be reviewed and an evaluation of how effectively service is provided.

EDUCATION/ EXPERIENCE

* Bachelor's Degree in Business preferred

* 4 years of experience in office management.

* Valid Driver's license/MVR clearance

COMPENTENCIES

* Willing to promote the mission of The Salvation Army.

* Excellent communication (verbal and written) and interpersonal skills.

* Maintain a positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors.

* Uses diplomacy and good judgment.

* Demonstrated ability to use initiative and be a self-starter.

* An attention to detail, procedures, processes, and policies.

* An ability to work with confidential material.

* An ability to manage projects, priorities, and programs in a constantly changing environment.

* A communication and management style that exhibits the principles and values of the Army as

well as fosters team relationships and effectively communicates information.

* An extensive knowledge of Microsoft Office Products (Word, Excel, PowerPoint, etc.)

* An understanding of Database Systems

POSITION LIMITATIONS

* This individual will only commit Army resources that have been allocated or approved.

* This individual will keep the Divisional Secretary 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 moderate physical work and must be able to lift 20 pounds.

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

* The work environment for this position includes an office environment with a low noise level.

* Must be able to drive, walk stairs.

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.