Administrative Assistant - 13-030 - SC/ El Cajon

The Salvation Army Southern California•El Cajon, CA

9d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative, financial, programmatic, and operational support to the Corps Officers and the El Cajon Corps. The role supports office administration, accounts receivable, financial recordkeeping, property and client account administration, event coordination, and ministry and community programs. It helps ensure efficient day-to-day Corps operations while maintaining compliance with Salvation Army policies and procedures. The position supports financial processes including invoices, receipts, deposits, payments, reconciliations, reports, grant documentation, and secure financial recordkeeping. It also provides administrative support to worship and church activities, Women’s Ministries, youth and music programs, community outreach, seasonal campaigns, fundraising, and special events. Office duties include managing administrative workflow, preparing documentation, responding to inquiries, and maintaining filing systems. Work takes place in office and program settings, with interruptions, noise, multiple deadlines, and frequent interaction with diverse groups. The role involves extended periods sitting at a computer and telephone, as well as walking, standing, bending, stooping, squatting, twisting, kneeling, pushing, and pulling. The employee must occasionally lift and carry up to 25 pounds and be able to operate an automobile or passenger van. The position requires independent work with minimal supervision in a fast-paced, frequently changing environment, strong interpersonal and customer service skills, collaboration, receptiveness to feedback, and confidentiality.

Requirements

Must possess a California Class C (or better) driver’s license.
Strong organizational and time-management skills.
Ability to prioritize multiple assignments and meet deadlines.
Proficiency in Microsoft Office applications and standard office technology.
Strong verbal and written communication skills.
Ability to maintain accurate financial records and documentation.
Professional, courteous, and service-oriented approach when interacting with clients, staff, volunteers, and community members.
Ability to work independently while exercising good judgment and discretion.
Ability to learn new systems and procedures quickly.
Commitment to maintaining confidentiality.
Ability to work independently with minimal supervision in a fast-paced, frequently changing environment.
Strong interpersonal and customer service skills, including the ability to collaborate and accept feedback.
Ability to lift and carry up to 25 pounds occasionally.
Ability to operate a motor vehicle, automobile or passenger van.
Ability to perform physical activities including walking, standing, bending, stooping, squatting, twisting, kneeling, pushing, and pulling.

Nice To Haves

Training or experience in office administration, bookkeeping, accounting, business administration, or a related field is preferred.
Experience with financial recordkeeping, billing, accounts receivable, or administrative support is preferred.
Experience in a nonprofit, church, social service, or community-based environment is desirable.

Responsibilities

Process, code, reconcile, and maintain invoices, receipts, deposits, and financial records.
Prepare and make bank deposits as directed by Corps leadership.
Monitor and process payments received from programs, contracts, and client services.
Reconcile account statements and maintain accurate financial documentation.
Prepare documentation and reports for audits, grants, and financial reviews.
Maintain the confidentiality and security of financial information.
Assist with grant documentation and financial tracking requirements.
Provide administrative support for worship and church activities, Women’s Ministries, youth and music programs, and community outreach initiatives.
Assist with program registrations, communications, records, and reporting.
Support seasonal campaigns and fundraising, including kettle program coordination and donation tracking, Angel Tree, Summer Camp registration, and Back-to-School events.
Manage daily office operations and administrative workflow.
Prepare correspondence, forms, reports, and related documentation.
Answer phones, respond to inquiries, and provide professional customer service to clients, volunteers, donors, and community partners.
Maintain organized electronic and physical filing systems.
Ensure invoices and supporting documentation are submitted accurately and on schedule.
Assist with planning, coordinating, and implementing special events and Corps activities.
Coordinate event logistics, communications, schedules, and documentation.
Support Corps Officers in communicating organizational goals, initiatives, and operational priorities.
Provide supervisory support to staff or volunteers as assigned by Corps leadership.
Maintain compliance with Salvation Army policies, procedures, employment practices, Protect the Mission requirements, and applicable organizational standards.
Assist with records and documentation required for regulatory and organizational compliance.
Operate a motor vehicle, such as an automobile or passenger van.