Administrative Assistant - Divisional Social Ministries Department

The Salvation Army USA Central Territory • Kansas City, MO

12d • Onsite

About The Position

Provide a wide range of administrative support activities to the Divisional Social Services Department.

Requirements

• Minimum two-year college degree in administrative studies or related field; relevant experience in lieu of degree will be considered.
• Minimum of four years’ clerical/administrative experience.
• Strong organizational skills and detail-oriented.
• Ability to proactively identify opportunities for improvement and develop effective solutions to challenges.
• Proficient verbal and written communication skills in Standard English.
• Time management skills and ability to handle multiple demands and priorities.
• Strong teamwork and interpersonal skills.
• Sound judgment, problem solving and conflict resolution skills.
• Ability to multi-task in order to meet varied project and reporting deadlines.
• Ability to be creative, original, intuitive, and perceptive.
• Ability to think logically and critically.
• Ability to work with people of diverse racial, ethnic, and socioeconomic backgrounds in a sensitive and culturally appropriate manner.
• Ability to work with minimal supervision.
• Ability to operate office equipment.
• Proficient in computer software applications such as MS Office, Excel, and PowerPoint.
• Driving is required. Employee must possess a valid driver’s license from the state of residence.
• Must be approved and maintain approval through The Salvation Army Fleet Safety Program to drive either a Salvation Army or personal vehicle on Salvation Army business.

Nice To Haves

• Specialized training in clerical skills or business preferred.
• Previous experience in social services setting.

Responsibilities

• Provide administrative services and coordinate logistics for the Divisional Social Services Department; manage calendars, organize meetings, prioritize mail, handle phone calls, receive messages, compose emails and correspondence.
• Coordinate services and maintenance of copier and filing systems.
• Order office supplies and maintain inventory of supplies, furnishings and equipment.
• Coordinate departmental activities with efficiency, including scheduling, file management, and data entry while maintaining a high level of confidentiality.
• Ensure departmental tasks are completed accurately and on time, using a solution-focused approach.
• Provide administrative support in disaster case management activities including securing needed documentation, compiling reports, filing and overseeing data entry.
• Assist the Executive Director of Social Services in processing all Thomas Lyle Williams Fund applications and required grant reporting.
• Assist in the preparation of Divisional Social Services conferences and events.
• Collect monthly reports from program directors as requested.
• Prepare meeting minutes for various departmental meetings and route appropriately following approval.
• Provide clerical support to the Divisional Mission and Program Council; maintaining meeting minutes, preparation of meeting agendas, tracking of submissions to ensure timely processing, retention of files, and communication to the field.
• Provide clerical support to, and back up for the Contract Compliance Specialist.
• Arrange and participate in designated meetings, team projects, and seasonal activities and other events as requested.
• Participate in the rotation for Divisional Headquarters receptionist coverage as needed. Route callers and greet, sign in, and direct visitors appropriately.
• Ensure processing for both internal and external mail for the Divisional Social Services Department.
• Prepare departmental billing for approval.
• Coordinate and update schedules for Social Services Department staff.
• Maintain confidentiality of all written/verbal communications and information as required by statute and policy/procedure.
• Maintain program files according to standardized filing methods and purge records according to disposition of file procedures. Enter paper files into electronic document storage system (File Bound) in a systemic manner to ensure ease in file retrieval.
• Maintain the contract database and paper files for all applications, grants, contracts and memorandums of understanding.
• Coordinate the Social Services Evaluation process; manage the evaluation schedule, maintain and update real-time status tracking spreadsheets, handle logistics and visit needs for evaluators, and assist in compiling and distributing final evaluation reports.
• Create and maintain monthly billing, expense, and statistical tracking reports.

Benefits

• Medical, Vision, Dental Insurance
• Life Insurance
• Supplemental Insurance
• Retirement Plans
• PTO

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree