Administrative Aide- 13-100- SC/San Bernardino

Salvation Army Careers•Redlands, CA

About The Position

The Administrative Aide performs complex specialized secretarial and clerical functions and public-contact duties, coordinates the workload of other employees, and performs related duties as required. The role supports a program providing transitional housing and support services to low-income homeless adults and families, including people residing in emergency or domestic violence shelters or otherwise considered homeless under HUD definitions. Program services include intensive case management, career counseling, and family support intended to help people live productive, independent lives. The position provides reception and office support; prepares correspondence, reports, and confidential records; coordinates meetings and office workers or volunteers; maintains records and inventory; processes invoices, time records, client payments, deposits, and savings logs; and prepares program statistics and required reports. It also enters and verifies WellSky data and organizes documentation for audits. The position requires a high school diploma or equivalent, a valid California license, and experience with Microsoft Word and Excel. Two years of administrative duties are preferred. The employee should have strong organizational, communication, recordkeeping, and confidentiality skills, and the ability to work independently, prioritize assignments, meet deadlines, and learn new systems.

Requirements

High school diploma or equivalent.
Valid California license.
Experience with Microsoft Word and Excel.
Working knowledge of integrated database applications and ability to use new software programs with basic training.
Strong organizational and time-management skills to coordinate schedules, deadlines, and calendars.
Ability to prioritize multiple assignments and meet deadlines.
Proficiency in Microsoft Office applications and standard office technology.
Strong verbal and written communication skills.
Ability to maintain accurate financial records and documentation.
Professional, courteous, and service-oriented approach when interacting with clients, staff, volunteers, and community members.
Ability to work independently while exercising good judgment and discretion.
Ability to learn new systems and procedures quickly.
Commitment to maintaining confidentiality.
Ability to read, understand, and explain general policies and materials.
Ability to follow written and oral directions and maintain effective relationships with staff, clients, and the public.

Nice To Haves

Two years of administrative duties preferred.

Responsibilities

Act as secretary, receptionist, and office assistant.
Type correspondence, memos, reports, and bulletins, and draft them from verbal instructions.
Screen visitors and telephone calls; arrange and schedule conferences, meetings, and appointments.
Answer inquiries and provide information to staff and the public.
Train and coordinate the work of other office workers and volunteers.
Prepare and type confidential reports, letters, and memos.
Develop and maintain employee personnel, client, and volunteer files and records in accordance with confidentiality policies and procedures.
Review reports, files, and other documents for accuracy, completeness, and conformance to standard procedures.
Operate standard office equipment and explain rules, regulations, and policies.
Maintain budget records and process invoices and receipts for expenditures in a timely manner.
Oversee employee shift records and process recorded work time and leave requests.
Post data and information to records, cards, and files with a high degree of accuracy.
Compile statistical and narrative reports.
Attend meetings and maintain meeting minutes.
Consult with the Director to process new and revised Board policies.
Receive, sort, and route incoming mail for staff and clients.
Maintain a continuous inventory of supplies and equipment.
Update computerized staff records as needed.
Prepare and submit GIK reports and program statistics.
Collect and record client rent payments and deposits, issue receipts, and prepare bank deposits.
Track client savings and maintain accurate savings logs.
Maintain bus pass inventory, distribution logs, and usage reports.
Enter and verify WellSky data and submit required reports on time.
Maintain confidential records, process invoices, and organize supporting documents for audits.
Perform other duties as required.