Administrative Aide- 13-100- SC/San Bernardino

The Salvation Army Southern California•Redlands, CA

About The Position

The Administrative Aide performs complex secretarial and clerical functions, public contact duties, and coordinates the workload of other employees. The role supports a program providing transitional housing and services to low-income and homeless adults and families, including people residing in emergency or domestic violence shelters. Services include intensive case management, career counseling, and family support intended to help clients live productive, independent lives. The position handles office administration, confidential records, schedules, correspondence, reports, budgets, invoices, time and leave records, client payments and savings logs, inventory, and program data. It also prepares reports and supporting documentation, maintains records for audits, and performs other duties as required.

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 after basic training.
Strong organizational and time-management skills for coordinating 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; 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

Acts as secretary, receptionist, and office assistant.
Types correspondence, memos, reports, and bulletins, including drafting materials from verbal instructions.
Screens visitors and telephone calls; responds to inquiries and provides information to staff and the public.
Arranges and schedules conferences, meetings, and appointments.
Trains and coordinates the work of other office workers and volunteers.
Prepares and types confidential reports, letters, and memos.
Develops and maintains confidential employee personnel, client, and volunteer files and records.
Reviews reports, files, and other documents for accuracy, completeness, and compliance with standard procedures.
Operates standard office equipment and explains rules, regulations, and policies.
Maintains budget records and processes invoices and expenditure receipts in a timely manner.
Oversees employee shift records and processes time worked and leave requests.
Posts data and information to records, cards, and files with a high degree of accuracy.
Compiles statistical and narrative reports; prepares and submits GIK reports and program statistics.
Attends meetings and maintains meeting minutes.
Consults with the Director to process new and revised Board policies.
Receives, sorts, and routes incoming mail for staff and clients.
Maintains ongoing inventory of supplies and equipment.
May update computerized staff records.
Collects and records client rent payments and deposits, issues receipts, and prepares bank deposits.
Tracks client savings and maintains accurate savings logs.
Maintains bus pass inventory, distribution logs, and usage reports.
Enters and verifies WellSky data and submits required reports on time.
Maintains confidential records, processes invoices, and organizes supporting documents for audits.
Performs other duties as required.