Job Summary
Ensures the accomplishment of the various office and secretarial tasks in the most
efficient and effective manner possible; prepares various routine and special reports to keep
the Officers abreast of progress; completes all human resources functions for Corps.
Essential Functions
This job description should not be interpreted as all inclusive. It is intended to
identify the essential functions and requirements of this position. The incumbent may
be requested to perform job-related responsibilities and tasks other than those stated in this
job description.
Office Coordinating Responsibilities (60%)
Prepares, types, and processes correspondence, check requests, audit sheets, forms,
invoices, legal documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness,
and timeliness of the same.
Serves as staff liaison to the local Advisory Council; maintains the roster for the local
Advisory Council; sets up the meeting room for all advisory council meetings; takes, maintains,
and distributes meeting minutes.
Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an
accurate, complete, and timely manner; updates, posts and indexes information and inputs data to
maintain office records; research 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 reports for errors and to ensure they are
grammatically correct.
Receives and responds to questions or problems regarding the office operations; research
information in order to provide information or resolve problems in a timely manner.
Receives, sorts, collates 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.
Performs routine filing of a variety of correspondence, forms, cards, records, reports, and
documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in
an organized and efficient manner.
Photocopies and/or shreds a variety of items including correspondence, forms, reports, and
documents.
Participates in regular staff meetings with the office employees to discuss work priorities,
practices, and procedures; resolves operational and personnel problems; provides recommendations
for improvements and/or enhancements in office productivity.
Orders office supplies and ensures that the office supply inventory is maintained at a level to
meet the needs of the department; prepares purchase requisitions and orders equipment and any other
special items required for the office operations.
Human Resources Responsibilities (20%)
Completes all employment action documentation for Corps employees including but not
limited to new hire, background checks, E-Verify, classification changes, and separation, FMLA,
insurance, and workers compensation.
Prescreens and interviews applicants for prospective employment; assists the Corps Officers with
all aspects of the recruitment process as requested by the Corps Officers.
Conducts new hire orientation for new employees; explains policies, procedures, and mission
statement to all new employees; completes and maintains employment files for employees.
Ensures paperwork is submitted to Area Command Human Resources for review and approval
by the Divisional Finance Board in a timely manner.
Completes and submits paperwork for Christmas Seasonal employees to Area Command Human
Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.
Volunteer Coordination Responsibilities (10%)
Maintains ongoing development and promotion of a wide range of volunteer opportunities with
The Salvation Army local Corps; recruits, trains, interviews and screens all volunteers needed to
support Corps projects.
Coordinates all volunteer activities and work assignments; reviews written reports and
observes work activities of volunteers to evaluate performance; assists in identifying and
recommending changes in assignment of volunteer staff; informs volunteers of policies,
procedures, and standards of service.
Prepares and maintains up-to-date records on all volunteers; prepares timely statistical
and activity reports on volunteer and corporate and community participation; prepares annual
report regarding the status of the corporate and community relations program.
Coordinates volunteer recruitment for Christmas campaigns; contacts participating mall offices;
acknowledges on-site Angel Tree sponsors to ensure they are properly recognized and thanked for
their service.
Assigns the work of community service workers and submits paperwork to Adult Probation
Services; serves as a liaison to parole officers and completes court-ordered paperwork.
Event Coordination Responsibilities (10%)
Coordinates, assists with, and participates in special events including Red Kettle, Angel Tree,
volunteer appreciation, and other events as assigned; secures and coordinates outside vendors
and volunteers; participates on the day-of event to ensure a smooth flow.
Other Responsibilities
Makes travel arrangements including flights and lodging accommodations for office
personnel and/or conference attendees.
Updates the Disposition of Forces (Dispo), Minute Book, and/or departmental manuals to reflect any
changes as they occur; ensures that the same is maintained and updated in an accurate, complete,
and timely manner.
Performs other duties as assigned.
Materials and Equipment
Personal Computer General Office Equipment
Knowledge, Skills, and Abilities
Knowledge of modern office methods, procedures, and practices. Ability to answer the telephone in a
courteous and tactful manner.
Ability to learn and become proficient in specific computer software. Ability to maintain the
confidential nature of the work.
Ability to follow instructions plans and organizes work, and work under limited supervision.
Ability to present a positive and professional image of The Salvation Army.
MINIMUM QUALIFICATIONS PREFERRED
Education and Experience
Associate degree in business administration or related field, or completed certification
in office management or administrative assistant,
and
two years of progressively responsible experience in the performance of human resources,
office coordination, or similar,
or
any equivalent combination of training and experience which provides the required knowledge,
skills, and abilities.
Certifications
Valid State Driver's License
Safe from Harm (trainer) Certified
Physical Requirements
Ability to meet attendance requirements.
Ability to read, write, and communicate the English language effectively. Ability to perform
routine mathematical computations.
Ability to sort and file documents alphabetically and numerically.
Ability to operate various general office equipment including a telephone, typewriter, and adding
machine. Ability to work well under the pressure of deadlines.
Ability to follow instructions and work independently with limited supervision.
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.
Working Conditions
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.