THE SALVATION ARMY
JOB DESCRIPTION
JOB CODE:
DATE: 3/20/2015
POSITION TITLE:
ADMINISTRATIVE ASSISTANT
INCUMBENT:
REPORTS TO:
DIRECTOR OF SOCIAL SERVICES
DEPARTMENT:
SOCIAL SERVICES
LOCATION:
FLSA STATUS:
NON-EXEMPT
POSITION SUMMARY:
Relieves the Director of Social Services or administrative level officer of administrative detail and
administration operations, functions, and duties; assists with general Social Services programming; performs
advanced, complex, and often confidential administrative work with a broad scope of responsibilities; prepares
complete advanced and technical reports and spreadsheets; prepares statistical reports; assists with Social
Services program planning; coordinates information and arrangements for meetings and seminars; responds to
inquiries regarding departmental operations and ensures the office runs smoothly while the Director of Social
Services is absent; may serve as a lead worker to one or two clerical employees.
ESSENTIAL FUNCTIONS:
This position description should not be interpreted as all
inclusive. It is intended to identify the major responsibilities and requirements of this position. The
incumbents may be requested to perform job-related responsibilities and tasks other than those stated
in this position description.
Composes, prepares and/or types a wide variety of documents including that of a confidential, complex, and/or
technical nature with limited supervision and direction such as correspondence, proposals, contracts,
agreements, resolutions, programs, newsletters, statistics, budgets, invoices, legacy or other legal documents,
notices, bulletins, agendas, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the
same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.
Performs varied and/or routine administrative duties for the Director of Socials Services office; prepares or
assists in preparing statistical reports related to Social Services Dept. programs; assists in establishing general
policy and mission for Social Services programs, assists with the administrative detail of designing, overseeing,
and evaluating Social Services programs.
Coordinates and processes a wide range of administrative responsibilities associated with the preparation and
administration of Salvation Army and other conferences, councils, camps, seminars, and special meetings;
prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging,
and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets,
pamphlets, audio-visual aide, graphs, charts, lists, and hand-outs; may attend conference to provide
administrative support to the Director of Social Services and to ensure that arrangements are in order before,
during and after the event.
Assists with Salvation Army special events to include kettles, Angel Tree, Toy Shop, Summer Camp, etc; this
may include administrative detail, assistance in planning, leading, participating as needed/directed.
Receives and processes registrations, applications, checks, and/or memberships in an accurate and timely
manner; records pertinent information in accordance with established procedures; prepares correspondence
acknowledging the receipt and processing of the same.
Prepares and processes purchase requisitions in accordance with established policies and procedures; maintains
organized and complete files with proper back-up materials for each requisition; prepares correspondence
regarding the same; ensures that all purchase requisitions are processed in a timely and accurate manner.
Performs a variety of administrative work associated with special projects; processes correspondence and
special documents; ensures the accuracy and completeness of the same before submitting for approval and
signatures.
Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and
special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented
information; informs appropriate parties of discoveries.
Serves as a liaison for other departments and/or other divisions seeking information or services from the
Director of Social Services; responds to questions, researches and provides specific and general information
based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all
information provided; maintains the confidential nature of the position.
Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner;
updates, posts and indexes information and enters data into the computer to maintain records; researches files
to locate specific information found in documents, correspondence, lists, forms, etc.
Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, and
documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information;
ensures the files are maintained in an organized and efficient manner.
Transcribes dictation and type correspondence and/or minutes in an accurate and timely manner; acknowledges
routine correspondence not needed for dictation; may attend meetings and records minutes.
Answers telephone in a courteous and tactful manner; schedules appointments; greets and assists callers;
provides accurate and complete information regarding the Social Services Dept. operations and/or services;
attempts to resolve complaints in a calm, courteous, and tactful manner.
Receives, procures, opens and distributes mail in an accurate and timely manner; ensures that all mail received
is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.
Obtains and applies correct labels to items to be mailed; distributes information regarding The Salvation
Army's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists
and ensures the accuracy and completeness of the same.
Orders supplies, promotional items, gifts, and publications as related to the Social Services Dept. and ensures
that the supply inventory is maintained at a level to meet the needs of the department; prepares purchase
requisitions and orders equipment and other special items required for the Dept. operations; reviews supply
catalogs for desired items and ensures items are ordered at an economical price when possible.
Serves as a lead worker to subordinate clerical personnel; trains and instructs in methods and procedures;
assigns and monitors work in progress and upon completion; informs the Director of Social Services of any
problems with the quality or production of work.
OTHER RESPONSIBILITIES:
Trains new employees in the utilization/operation of software packages such as Word, Excel, and Access as
needed; resolves/troubleshoots computer software problems.
Schedules travel arrangements including flights, hotels, and local transportation; maintains travel schedules;
may coordinate and process apartment reservations, maintenance, and hospitality gifts.
Updates the Disposition of Forces (Dispo) to reflect any changes in assignments as they occur; ensures the
Dispo is maintained and updated in an accurate, complete, and timely manner.
Performs other related work as required.
MATERIALS AND EQUIPMENT USED:
Computer
Photocopy Machine
Scanner
Paper Shredder
Typewriter
Dictation Equipment
Calculator
Telephone
MINIMUM QUALIFICATIONS REQUIRED:
EDUCATION AND EXPERIENCE:
Two year degree or college coursework,
and
four years progressively responsible experience performing administrative work in a general office,
or
any equivalent combination of training and experience which provides the required knowledge, skills, and
abilities.
LICENSES AND CERTIFICATIONS:
Valid state driver’s license may be required.
KNOWLEDGE, SKILLS AND ABILITIES:
Ability to maintain the confidential nature of the department.
Knowledge of general office practices and procedures.
Knowledge of effective and efficient recordkeeping practices and procedures.
Knowledge of the English language including proper grammar and punctuation.
Knowledge of basic mathematics.
Knowledge of accepted practices and techniques involved in budget and report preparation, recordkeeping,
public relations, interpersonal relations, and business communications both oral and written.
Knowledge of basic accounting or bookkeeping practices and procedures including ability to prepare
spreadsheets.
Ability to learn the broad scope of department operations and services in order to serve as an information
resource and to provide assistance in a timely and effective manner.
Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or
disorganized.
Ability to gather, compile, and assemble information to produce letters, records, reports, etc.
Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards
and deadlines.
Ability to determine the most effective and efficient method to accomplish work objectives and goals and to
work under limited supervision.
Ability to prepare spreadsheets and to maintain computer databases.
Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely
manner.
Ability to build and maintain effective and professional relationships with employees at Divisional, Territorial
Headquarters and throughout the organization.
Ability to serve as a lead worker to clerical personnel including assigning and monitoring work for accuracy
and completeness.
MENTAL AND PHYSICAL ABILITIES:
Ability to meet attendance requirements.
Ability to read, write, and communicate the English language in a proficient way.
Ability to perform routine mathematical computations.
Ability to transcribe dictation and type.
Ability to enter information into a computer.
Ability to sort and file documents alphabetically and numerically.
Ability to operate various general office equipment including a telephone, dictation equipment, computer, and
calculator.
Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with
answering phones or coworkers requiring personal attention.
Ability to work well under the pressure of deadlines.
Ability to follow instructions and work independently with limited supervision.
Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or
disorganized.
Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects
(less than 25 lbs.) 5-10% of work time.
Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or
walking.
WORKING CONDITIONS:
Work is performed in a normal office environment where there are little or no physical discomforts associated
with changes in weather or discomforts associated with noise, dust, dirt, and the like.
Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in
weather.
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.
STATEMENT OF PURPOSE:
The purpose of a job description is to outline the essential functions unique to a particular job within a
specific department. Job descriptions are used to recruit, train, and evaluate employees.
Your signature below indicates that you have read and understand the job description and agree to perform
the duties as assigned.
Employee Signature
Date