Administrative Assistant - Operations/Women's Auxiliary (7946)

The Salvation Army•West Palm Beach, FL

3d•Onsite

About The Position

This position is responsible for relieving the Operations Program Director of administration operations details, functions, and duties. It assists in the preparation of materials for TSAMM submittals to DHQ/THQ and with the general administration of the Women’s Auxiliary. The role performs advanced, complex, and often confidential administrative work with a broad scope of responsibilities for the property/facilities department. This includes preparing advanced and technical reports and spreadsheets from start to finish, preparing statistical reports, assisting with Women’s Auxiliary program planning, and coordinating information and arrangements for meetings and seminars. The position also responds to inquiries regarding Women’s Auxiliary and Property/Facilities operations, ensures the office runs smoothly while the supervisor is absent, and serves as backup to the Receptionist.

Requirements

Two-year degree or equivalent college coursework, and four years progressively responsible experience performing administrative work in a general office, 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 operate various office equipment and business software.
Ability to concentrate and pay close attention to detail.
Ability to follow instructions and work independently with limited supervision.
Valid state driver’s license may be required.

Nice To Haves

Assists with general administration of the Women’s Auxiliary
Assists with Women’s Auxiliary program planning
Assists in establishing general policy and mission for the same
Assists with the administrative detail of designing, overseeing, and evaluating Women’s Auxiliary programs.

Responsibilities

Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, programs, newsletters, statistics, notices, bulletins, agendas, schedules, minutes, manuals, etc.
Records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.
Answers telephone in a courteous and tactful manner; greets and assists employees, Women’s Auxiliary members and people from outside The Salvation Army; provides accurate and complete information regarding the program operations and/or services.
Performs varied and/or routine administrative duties for the administrative office; prepares or assists in preparing statistical reports related to Women’s Auxiliary programs; assists in establishing general policy and mission for the same; assists with the administrative detail of designing, overseeing, and evaluating Women’s Auxiliary programs.
Assists in the preparation of materials for TSAMM submittals to DHQ/THQ; composes, prepares and /or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, contracts, agreements, resolutions, programs, statistics, budgets, invoices, legacy or other legal documents, agendas, schedules, minutes, manuals, etc.
Manages filling, updates, purging and organization of aforementioned documents.
Prepare and processes Property and Furnishing & Equipment requisitions in accordance with established policies and procedures; maintains organized and complete files with proper back-up materials for each requisition are processed in a timely and accurate manner in accordance with Southern Territory Minutes; prepares check requests for requisitions approvals and ensures proper documents are received from vendors for processing payments from Headquarters.