Job Title: Temporary - Administrative Assistant
FLSA Status: Full Time - non-exempt Reports to: Corps Officers
Schedule: Monday-Thursday 8:00am-4:30pm Supervises: N/A
Rate of Pay: $20/hour
Closing Date:
Benefits: Standard Seasonal; Full-Time, Non-Exempt employees are eligible for but not limited to the following:
- Sick leave benefit – 1 day per month, 12 sick days per year (accrual and availability begins at hire; sick time accrual is pro-rated for part-time hours.)
Function: The Salvation Army is seeking: An administrative assistant that provides administrative support to the leadership team and case management team. The position is a full-time position Monday through Friday, times may be flexible between 7am and 7pm. This position is the first point of contact for administrative needs for the day-to-day operations of the Denver Metro Social Services non-congregate shelter system. This position will liaise and maintain strong, effective communication with internal and external members with various organizations.
Duties and Responsibilities:
Essential Functions
Administrative Assistant will provide clerical and administrative support to the Corps Officers to include but not limited to:
- Maintaining confidentiality at all times, proper and appropriate handling of personal and/or sensitive information and documents.
- Follow proper Salvation Army public relations procedures. Assist with corps online social media needs and development.
- Maintain the financial ledger concerning incoming / outgoing money. Daily deposit of all financial donations, tithing and payments. Process all bills/accounts payable, charge accounts and other bills in an accurate and timely manner. Maintain logs of all credit cards, charge accounts and fuel cards.
- Process and follow up on all general liability and vehicle insurance certifications, claims, accident reports. Process and follow up on all Workers Compensation Claims.
- Supporting all HR functions and maintaining payroll records. Maintain all volunteer and employee records.
- Perform general office duties - maintaining files and filing system, photocopying, faxing, mailings, office supply organization and needs, etc.
- Generation of letters, memos, bulletins, and other communications, as directed by Corps Officers.
- Provide administrative support to the Corps Officers as requested and for seasonal programs (for example Christmas Kettles, Mail Appeal donations/ solicitations).
- Retrieving, sorting, and distributing all incoming mail per The Salvation Army protocols. Ship reports and other parcels, timely and accurately.
- Coordinate all volunteers including community service workers, Easter Seals, church groups, organizations, schools, and other volunteers. Maintaining Schedules of all parties. Go to recruiting events, advertise and create great community relationships to find a stream of new volunteers. Schedule and maintain all mandatory staff trainings and update paperwork for all staff and volunteers.
- Assist the Corps Officer(s) in smoothly and effectively operating the Corps Office and other applicable business and administrative details related to the efficient operation of the Corps Offices.
- Assist if needed with Social Service requests, hygiene, meals, and preparation of food bags and boxes.
- Collect all daily statistical and other record keeping requirements from partner and state agencies. This includes daily tracking and record keeping for all requested statistics by The Salvation Army. Appropriately gather and store all confidential information. Help to gather all respective data collections and submit all SA-required reports, statistics, events, and other SA requirements. Weekly computer inputting of all statistics collected.
- Assist with all food and gifts-in-kind donations into the daily meal service where possible.
- Work with schools, businesses, churches, service clubs, and individuals with donated items such as food and other donations. Including giving donation receipts.
- Must comply with all local City, County and State Health Department requirements for Food Service. This includes any needed permits or licenses.
- Be organized and able to handle a multitude of tasks simultaneously.
- Maintain a valid Driver’s License. If chosen to drive, complete the Decision Driving Safety Test before driving for The Salvation Army and annually recertify as required. If chosen to drive, must meet certification by and participation in The Salvation Army’s Fleet Safety Program (Salvation Army Fleet Safety Policy dictates that an employee may not obtain more than two [2] moving violations or accidents within any 12 months; see The Salvation Army Fleet Safety Policy).
- Initially deal with issues as they arise and refer all serious or potentially severe problems to the Corps Officers.
- Be a mandated reporter and take all necessary PTM courses and any other required child or adult safety lessons.
- Potentially may be called during an emergency disaster event to help facilitate cooking or organizational needs.
- Other duties as assigned by corps officers.
Qualification and Education Requirements:
· A High School Diploma or GED, with two years successful work experience in similar clerical, office management type positions, requires one year of supervisory experience. A combination of training and experience will be considered.
· If required, Pass the Driver Safety Test and, within 90 days of employment.
· Must be at a minimum of 21 years of age.
· The individual must respect other employees, associates, clients, and the goals and objectives of The Salvation Army.
· Ability to read and comprehend job descriptions, cleaning instructions, and material safety data sheets.
· Basic communication skills to facilitate good communication between staff and clients.
· Must be a self-starter and a team player, perform well with minimum supervision.
· Having a Salvation Army work background and experience would be extremely helpful. Working knowledge of Salvation Army policies, as well as a compassionate understanding and adherence to The Salvation Army ministry and mission.
· Working knowledge of Microsoft Office programs, printer/scanner/fax machines and general office procedures. Excellent verbal and written communication skills. Must display the ability to be accountable for the efficient scheduling of time and resources made available to perform tasks at hand.
· Able to meet deadlines and work under pressure. Detail oriented, accurate and precise. Capable of handling and controlling multiple projects, simultaneously. Demonstrate leadership skills with strong team player attitude.
· Capable of maintaining high level of integrity. Must maintain confidentiality. Energetic, personable and dependable. Ability to work with people from diverse backgrounds.
Software-related skills: Microsoft Word and Excel required, working knowledge of integrated database applications and ability to use new software programs with basic training.