Administrative Assistant to General Secretary

The Salvation Army Southern California•San Francisco, CA

About The Position

The Business Department Administrative Assistant is responsible for carrying out the preparation and communication of the CFC agenda, invoice processing, vehicle paperwork, the processing of general liability and vehicle loss claims, and insurance certificates. In addition, the incumbent will provide administrative, special project coordination and support for the General Secretary/Divisional Secretary for Business. Additionally, will provide relieve coverage to reception desk personnel during planned vacation periods, absences and as needed at moments’ notice.

Requirements

High school diploma or equivalent (required)
CA driver’s license (required)
Experience with Microsoft programs
Experience with data entry
Detail oriented
Excellent organizational skills
Great communication skills
Ability to multi-task

Nice To Haves

Experience as an Administrative Assistant (2 years preferred)

Responsibilities

Upload invoices to AP workflow
Prepare and process all weekly income deposits for armored car service pick-up
Enter and process all vehicle licensing and permits and maintain all vehicle records (including titles)
Maintain vehicle records in UpKeep (online database)
Process all FasTrak equipment, invoices, and inform units of any toll payments required
Coordinate with units on all vehicle matters
Supervise DHQ floaters including sign-outs and maintenance
Preparing the CFC business items agenda and follow-up with TSAMM notifications as needed
Coordinate annual CFC schedule setting up/cancelling meetings as needed
Manage General Secretary/Divisional Secretary for Business Outlook email inbox and answer routine emails
Manage and maintain General Secretary/Divisional Secretary for Business schedules including making appointments, distributing meeting reminders, and informing appropriate staff
Coordinate the reporting, processing and recording of all general liability claims for the division
Process requests for Certificates of Insurance for the division
Coordinate with the property department for lease and other contracts requiring CFC approval
Monitor the return of completed certificates and ensure immediate distribution of the same to local units
Maintain accurate records of all current and expired COIs
Oversee the reporting, processing, and recording of all vehicle loss claims for the division
Report and process insurance claims for DHQ vehicles
Maintain accurate records of all current and closed claims
Ensure that all units have up-to-date insurance claims report instructions
Ordering new, replacement, or cancel vehicle fuel cards
Adding and deleting users to and from the vehicle fuel card system (PIN)
Back up support to the Property Department (answer phones, monitor cameras, greet guest, and process mail)
Other related duties as required