Administrative Assistant I - Development (4978)

THE SALVATION ARMY•Tulsa, OK

10d•$16 - $16•Onsite

About The Position

Provides administrative support and coordinated communication to the Development and Finance Office. Performs a variety of administrative, clerical and secretarial work necessary for the well-coordinated operation of both the Development Team and Finance Office. Substantial and effective use of both the Interchange (CRM) and Sage (Accounting) software systems is central to the role, so the incumbent must be able to learn their use well. 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. Coordination and Communication (60%) Stays informed about all expected or recurring Development gifts activity in communication with the Development Gift Officers, the Grants Administrator, the Development Director, SAWA Officers and Leaders, and Executive Office communication from trusts and bequests. Coordinates communication with the AR clerk, the Accounting Manager, and reporting from Sage accounting software about incoming gifts from Appeals, White Mail, delivery, CDS Global, Events, ACH transfers, bank wires, and any other means – matching these to Development activities, Interchange gathered information, and Sage postings. Provides regular, well-purposed reporting from the InterChange and Sage systems about gifts/AR as needed by both the Development Team and the Finance Office. Communicates and coordinates as needed with Divisional staff in development, digital/online, communications, reporting/recordkeeping systems, and others for needed guidance and support. Coordinates standard stewardship and gratitude protocols for all donations and donors. Personal follow-up, as needed, will usually be done by others on the team, but this position makes sure that everyone gets connection from TSA. Administrative (30%) Along with Finance Office staff, they open incoming mail to note checks received and other gifts correspondence, keeping record of items matched to Development activities. 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; research office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports. Performs various bulk mail activities, counts, and sorts items to be mailed at bulk rate. Supports Volunteer Coordinator and volunteer activities which are part of the CRD work. Supports Marketing and Communications activities in CRD efforts. Prepares various correspondence including but not limited to, business correspondence, etc. Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents. Performs various clerical support work associated with special projects, seasonal events, and conference and committee meetings; assists in coordinating arrangements when needed. Maintains a level of confidentiality at all times. Other Responsibilities (10%) Works with CRD Office locating and updating information on Interchange. Performs other duties as assigned.

Requirements

High school diploma or G.E.D. required
Proficient in Microsoft Word and Excel
Two years plus experience performing clerical work in an office environment, or any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities.
Ability to meet attendance requirements.
Ability to read, write, and communicate the English language.
Ability to perform routine mathematical computations.
Ability to key data information into computer.
Ability to sort and file documents alphabetically and numerically.
Ability to operate various general office equipment including a telephone, typewriter, 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.

Responsibilities

Stays informed about all expected or recurring Development gifts activity in communication with the Development Gift Officers, the Grants Administrator, the Development Director, SAWA Officers and Leaders, and Executive Office communication from trusts and bequests.
Coordinates communication with the AR clerk, the Accounting Manager, and reporting from Sage accounting software about incoming gifts from Appeals, White Mail, delivery, CDS Global, Events, ACH transfers, bank wires, and any other means – matching these to Development activities, Interchange gathered information, and Sage postings.
Provides regular, well-purposed reporting from the InterChange and Sage systems about gifts/AR as needed by both the Development Team and the Finance Office.
Communicates and coordinates as needed with Divisional staff in development, digital/online, communications, reporting/recordkeeping systems, and others for needed guidance and support.
Coordinates standard stewardship and gratitude protocols for all donations and donors.
Along with Finance Office staff, they open incoming mail to note checks received and other gifts correspondence, keeping record of items matched to Development activities.
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; research office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.
Performs various bulk mail activities, counts, and sorts items to be mailed at bulk rate.
Supports Volunteer Coordinator and volunteer activities which are part of the CRD work.
Supports Marketing and Communications activities in CRD efforts.
Prepares various correspondence including but not limited to, business correspondence, etc.
Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.
Performs various clerical support work associated with special projects, seasonal events, and conference and committee meetings; assists in coordinating arrangements when needed.
Maintains a level of confidentiality at all times.
Works with CRD Office locating and updating information on Interchange.
Performs other duties as assigned.