Administrative Assistant (4337)

THE SALVATION ARMY•West Palm Beach, FL

22h•$22

About The Position

This position is responsible for: Relieves Operations Program Director administration operations details, functions, and duties; assists in the preparation of materials for TSAMM submittals to DHQ/THQ; assists with general administration of the Women’s Auxiliary; performs advanced, complex, and often confidential administrative work with a broad scope of responsibilities for the property/facilities department; prepares advanced and technical reports and spreadsheets from start to finish; prepares statistical reports; assists with Women’s Auxiliary program planning; coordinates information and arrangements for meetings and seminars; responds to inquiries regarding Women’s Auxiliary and Property/Facilities operations and ensures the office runs smoothly while the supervisor is absent; back up to the Receptionist. Key Responsibilities: Women’s Auxiliary Job Duties 70% 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. Property/Facilities Job Duties (30%) 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.; records minutes of meetings and distributes the same to all those concerned; ensure the accuracy, completeness, and timeliness of the same. 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. Coordinate all administrative duties regarding property/facilities operations. Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures. Physical Requirements and Working Conditions: 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. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25lbs) 5-10% of work time. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking. Ability to work well under the pressure of deadlines. Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like. Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes

Requirements

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.
Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25lbs) 5-10% of work time. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.
Ability to work well under the pressure of deadlines.
Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.
Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes
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.
Valid state driver’s license may be required.

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.
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.
Coordinate all administrative duties regarding property/facilities operations.
Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.