Administrative Assistant I (8180)

Part Time Position

This position is responsible for:

Performs a variety of clerical and secretarial work; performs typing,and filing as a majority of the responsibilities; processes a variety of routine paperwork necessary for office operations; files and records information; answers the telephone and provides general information regarding the office operations and/or services.

Receives, organizes, and distributes supplies of food, clothing, and shoes; maintains records and reports of services provided; maintains inventory of food, clothes and shoes; assesses client needs; work with social services worker to schedule and coordinate delivery of food.

Key Responsibilities:

Administrative Responsibilities:

• Types correspondence, newsletters, bulletins and/or reports in an accurate and timely manner; acknowledges routine correspondence not needed for dictation.
• Prepares and maintains office records, reports, calendars, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain office records; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.
• Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs report for errors and to ensure they are grammatically correct.
• Answers telephone in a courteous and tactful manner; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm courteous, and tactful manner.
• Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the filing system; ensures the files are maintained in an organized and efficient manner.

Food Pantry Responsibilities:

• Meets with clients, review applications, and check to determine clients' eligibility to receive assistance; provides referrals to clients not eligible to receive assistance.
• Prepares food bags according to the number of family members; prepares accurate and complete records of assistance provided; prepares and maintain statistical records representing the amount and type of services provided.
• Coordinates with social services workers the retrieval, storage, and distribution of food and commodities for the program; monitors expiration dates on all food in the pantry; discards outdated or damaged foods.
• Prepares records and charts to be used to facilitate/document the distribution of food and supplies to clients.
• Work with social services workers to determine the appropriate amount of food to order for the program; maintains and organizes an adequate inventory of food and supplies for the food program; ensures the supply meets the needs of the programs.

Physical Requirements and Working Conditions:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language effectively,

Ability to perform routine mathematical computations.

Ability to operate various general office equipment including a telephone, computer, and adding machine.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.

Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

Work is usually 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.

Employee Benefits:

• Paid Time Off (PTO)
• 403b Retirement Plan
• Voluntary Life Insurance & Benefits
• Supplemental Insurance