Administrative Assistant

The Salvation Army USA Central Territory•Chicago, IL

10d•Onsite

About The Position

The Administrative Assistant provides general office support for the Red Shield Center including assistance with written and oral communications, data organization, finance reports, payables, and deposits. This role is responsible for performing administrative duties, recruitment tasks, hiring/termination processes, payroll/employment changes, and benefits management. The Administrative Assistant acts as a liaison with the HR Department at Divisional Headquarters regarding all benefit and insurance issues and reports all Workers Compensation claims. They will also process and track all leaves (FMLA, PLOA).

Requirements

High School Diploma required.
2-4 years of experience required.
Experience in PC-based work environments, including Word and Excel.
Must be able to type 60 wpm.
Willing to promote the mission of The Salvation Army.
Good communication and interpersonal skills.
Demonstrated ability to use initiative and be a self-starter.
An attention to detail.
An ability to work with confidential material.
A positive attitude and the ability to be flexible in light of changing job situations/priorities.
Adhere to all Army policies and procedures.

Nice To Haves

An associate degree preferred.

Responsibilities

Perform administrative duties including answering phones, directing calls, opening and distributing mail, preparing reports and correspondences, organizing offices, filing, and managing supplies.
Order supplies for all departments.
Write thank you notes for donations.
Schedule and supervise community service workers.
Send invitations for various events, including quarterly community meetings.
Process weekly payables, cut checks, and prepare them for signatures.
Make bank deposits according to policy.
Count all cash/check and make corresponding journals.
Transport deposits to the bank in a timely manner with designated staff.
Maintain rental payments for all tenants.
Track and record all grants/donations from funding sources.
Prepare financial reports and outcomes of grants for submission to DHQ.
Generate billing statements for additional services required from tenants.
Retrieve applicant employment applications from ICIMS for processing.
Communicate background check clearances timely.
Complete and forward references to the HR Department at Divisional Headquarters.
Prepare hire and termination paperwork and forward to the HR Department at Divisional Headquarters.
Create and maintain employee files, ensuring completeness and confidentiality.
Process terminated files in accordance with proper procedures.
Enroll new employees into the Paycor time clock.
Assist with processing payroll on a bi-weekly basis.
Track and submit any change of status forms.
File approved documents received from the HR Department at Divisional Headquarters.
Verify time availability for staff time off requests.
Ensure payroll authorizations for hours worked, overtime, and undocumented times are valid.
Distribute paychecks in a timely manner, ensuring direct deposit or bank cards are used.
Act as the liaison with the HR Department at Divisional Headquarters regarding all benefit and insurance issues.
Report and process all Workers Compensation claims timely.
Process and track all leaves (FMLA, PLOA) and communicate pertinent information to the HR Department at Divisional Headquarters.
Perform other duties as assigned.