Administrative Assistant

The Salvation Army • Holyoke, MA

1d • Onsite

About The Position

The Salvation Army’s Holyoke Corps is hiring an Administrative Assistant to provide comprehensive administrative, clerical, and office support for the efficient and professional operation of the office. The role supports Corps programs and services, the Social Services Department, Corps officers, department heads, program staff, and community-facing activities. It is based at 512 Pleasant Street, Holyoke, Massachusetts, and is scheduled for 25 hours per week. The position is non-exempt. The listed pay range is $15.00–$32.64 per hour; the expected hiring rate is approximately $19.05 per hour, depending on experience and qualifications.

The Administrative Assistant helps visitors and callers get accurate information and appropriate referrals; supports reviews, inspections, and compliance documentation; maintains confidential records; and performs a broad range of office, scheduling, correspondence, filing, data-entry, payroll-support, supply, recruitment, volunteer-coordination, fundraising, and program-logistics duties. The role also prepares meeting minutes and documents, coordinates campership paperwork and logistics, and safeguards sensitive information.

The position requires a high school degree and at least three years of office experience. An associate’s degree is preferred. Candidates must have excellent typing and transcription skills, experience with Microsoft Word and PowerPoint, strong attention to detail and organizational skills, the ability to prioritize, communicate in English, relate well to people from varied cultural backgrounds, and fluency in Spanish. The Salvation Army states that it provides equal employment opportunity and reasonable accommodation for qualified applicants and employees with disabilities.

Requirements

• High school degree required.
• At least 3 years of experience working in an office setting.
• Excellent typing and transcription skills.
• Computer experience using Microsoft Word and PowerPoint.
• Ability to pay strict attention to detail and prioritize projects.
• Strong organizational skills.
• Ability to work and relate well to people of all cultural backgrounds.
• Ability to read, write, and communicate in English.
• Fluency in Spanish.
• Professional and courteous manner.

Nice To Haves

• Associate’s degree preferred.

Responsibilities

• Develop working knowledge of the organization’s programs, services, and departments to provide accurate information and refer individuals appropriately.
• Assist in preparing, organizing, and completing materials and documentation for Corps reviews, inspections, and compliance activities.
• Maintain confidential records securely and in an organized manner, limiting access to authorized individuals as needed for job responsibilities.
• Provide administrative and clerical support to the Social Services Department, including correspondence, documentation, filing, data entry, scheduling, and related duties.
• Answer, screen, and direct incoming telephone calls and messages to appropriate staff.
• Manage Corps Officer calendars and schedules as requested, including coordinating appointments, meetings, and activities.
• Prepare, process, and coordinate incoming and outgoing mail, faxes, express packages, and other correspondence.
• Maintain paper and electronic filing systems and provide filing support.
• Compose and prepare routine correspondence, reports, presentations, flyers, meeting materials, and other documents using appropriate software; materials may include PowerPoint presentations and council minutes.
• Monitor office and program supply inventories and order supplies as needed.
• Prepare and maintain telephone and collaboration directories, Advisory Council directories, Soldier information, divisional registrations, and new-hire paperwork for seasonal and part-time employees.
• Assist with payroll submission and maintain accurate personnel, vacation, sick, and other applicable time records.
• Ensure V99 records are maintained as the official record.
• Communicate operational, administrative, or customer-service concerns to the supervisor promptly and assist with resolving issues.
• Assist with seasonal recruitment, application processing, volunteer coordination, and related paperwork.
• Collaborate with department heads and program staff to support effective facility use, fundraising, and program objectives, including Christmas, outside groups, Corps programming, Thanksgiving, and summer volunteer activities.
• Recruit and coordinate campership participants, complete required paperwork and medical forms, and arrange transportation and other logistics.
• Prepare and coordinate thank-you notes, acknowledgments, and other correspondence to donors, volunteers, community partners, and friends of The Salvation Army Holyoke Corps.
• Attend assigned staff, project, and other meetings; prepare minutes, document action items, and follow up on assigned tasks as appropriate.
• Maintain confidentiality and safeguard sensitive Corps, personnel, donor, client, and organizational information in accordance with established policies and procedures.
• Perform other duties as assigned within the scope of the position.

Benefits

• Paid time off, including holidays, vacation time, and sick time.
• Employer-funded pension plan; company contributions begin after one year of employment for employees who consistently work 20 or more hours per week.
• Eligibility for supplemental insurance plans, including Voluntary Term Life and AD&D benefits and AFLAC Insurance.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED