Administrative Assistant

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: To assist in the administrative and business duties of the Norfolk Corps operations.

Essential Duties and Responsibilities:

• Regular attendance at work is an essential function of this position.
• Driving is an essential function of this position.
• Process Human Relations forms for employees of the Norfolk Corps operations.
• Process all incoming and outgoing mail and answer phone calls.
• Prepare packets, reports, and documents for meetings, programs, and activities as requested. Copy, file, fax, and distribute documents both electronic and hard copy as needed.
• Keep office area clean, manage bulletin boards, and maintain office supplies.
• Maintain and process facilities usage agreements and billing.
• Process all petty cash purchases and reimbursements.
• Process all volunteer paperwork and enter all volunteers into Better Impact online program.
• Process all volunteer timecards and entering them into Better Impact online program weekly.
• Recruit and train volunteers for all Corps positions
• Recruit, Coordinate, and manage all group volunteers including but not limited to National Able, Operation 'N'ployability, ILC, and Vocational Rehab volunteers.
• Become Safe From Harm Train the Trainer approved and schedule trainings and completion of Safe From Harm for employees and volunteers in a timely manner.
• Coordinate an Annual Volunteer Recognition.
• Process all mail appeal working in communications with our mail appeal company.
• Process Sunday offerings and tithes. Logging weekly tithes for individuals and world services giving.
• Process donations and deposits for all operations.
• Process thrift store deposits daily for Norfolk Corps operations.
• Process invoices daily, including coding account numbers, to be sent to DHQ Accounting Center.
• Process personnel and vehicle files as needed.
• Assist in the Christmas Red Kettle Campaign by processing all kettle deposits, tracking kettle totals and tracking bell ringer timecards.
• Manage Register to Ring data entry for totals and volunteer communication.
• Process donation acknowledgements.
• Communicate and Secure donations for Seasonal Outreach Events such as Angel Tree, Back to School, and Thanksgiving.
• Assist with Annual Luncheon by ticket sales records, invoices, set up, and thank you correspondence.
• Schedule, coordinate, and manage minutes for monthly staff meetings, and Advisory Board.
• Compile and submit Salvation Army statistics and maintain documents and other reporting requirements.
• Upkeep and organization of the approved filing system.
• Any other duties as assigned.

Supervisory Responsibilities: Supervise volunteers in areas of responsibility.

Education and/or Experience: 2 years of experience in Administrative or Business Management. OR Associates or Bachelor's degree in management.

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
• Intermediate skills in Microsoft software to include Word, Excel, PowerPoint and Access. The ability to access payroll, timekeeping and personal data via a web-based system.
• Administrative skills to include utilization of standard office equipment, data entry, 10-key, attention to detail and filing.
• Good communication skills both written and spoken, and ability 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. Must successfully complete Safe from Harm training within 90 days of hire, as established by The Salvation Army.

Certificates, Licenses, Registrations: none

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Limited amount of physical effort required associated with walking, standing, lifting and carrying objects (50 lbs.)

Working Conditions: This job is performed at times in an office environment at normal room temperature. The noise level in this work environment is usually low. For other duties of this job, such as special events, the employee may be exposed to weather conditions prevalent at the time. The noise level in the work environment at these events is usually moderate to loud. At times the duties will involve working with individuals having infectious and/or communicable diseases.