Senior Administrative Assistant to the Territorial Social Services Director and Social Services Office Manager

Salvation Army USA•Rancho Palos Verdes, CA

51d•$26 - $31

About The Position

Provide administrative and secretarial assistance to the Territorial Social Services Director (TSSD), and, when requested by the TSSD, the Territorial Director of Social Services Training and Development. Support the TSSD in managing the administrative flow of the department, monitoring office staff, and keeping the department head informed of issues requiring attention.

Requirements

Minimum five (5) years of experience as Secretary or Administrative Assistant
Excellent communication and interpersonal skills
Excellent organizational skills and attention to detail
Excellent time management skills
Ability to manage multiple tasks, prioritize and work under pressure
Initiative taker with strong work ethic
Team player with ability to work with minimal supervision
Professional appearance
Knowledge of Salvation Army policies and procedures desirable
Experience with The Salvation Army Mission Manager for TPC Meeting Manager (preferred)
Experience with The Salvation Army Mission Manager for Grants and Contracts (preferred)
Proficient in Microsoft software (Word, Excel, PowerPoint)
Typing - 60 wpm | Grammar test - 85% accuracy | Spelling test - 90% accuracy
Ability to operate office equipment including personal computers, copiers, scanners, phone and voicemail system
Ability to manage and provide direction to staff
Ability to help coordinate department events
Ability to communicate and interface effectively with internal and external personnel
Ability to create and maintain a working filing system
Ability to keep information confidential

Responsibilities

Perform office duties including typing correspondence, making copies, maintaining filing system, answering, or redirecting phone calls, sorting and distributing mail.
Review and follow up on the TSSD's correspondence and deadlines.
Assist the TSSD in preparing material for classes and/or seminars (PowerPoint presentations, handouts, exams, etc.)
Create department documents in Word, Excel, and PowerPoint as requested.
Maintain and coordinate department calendar of all Social Services staff.
Make meeting arrangements (room reservations, cancellations, etc.) for the Territorial Social Services Director.
Schedule weekly/monthly department meetings, prepare agenda and take minutes.
Prepare correspondence for the TSSD, to THQ Departments, Divisional Social Services Directors, Program Secretaries and Divisional Commanders, and follow up as needed.
Process invoices, corporate card charges and reimbursements in Finance Web.
Work with the Personnel Department and Statistician to keep and maintain an accurate list of social services programs throughout the territory.
Prepare and send correspondence from NHQ to the field, as appropriate.
Schedule the monthly Divisional Social Services Directors' meetings.
Call for agenda items and prepare meeting agenda and minutes for the Divisional Social Services Directors' monthly meetings.
Prepare Chief Secretary's Quarterly Reports, Territorial Commanders and IHQ Annual Reports.
Assist the Program Dept and IHQ with updating the Yearbook.
Assist the TSSD in the coordination of the National Social Services' Conferences, including but not limited to correspondence, processing approval of awards, registration of participants and delegates, etc.
Responsible for the planning and execution of the Social Services Roundtable, Councils, and other events.
Secure venues and contracts, coordinate delegate registration, meal selection, logistics, etc.
Complete National Social Services Commission agenda and minutes as assigned.
Review incoming Territorial Program Council (TPC) agenda items making sure required documentation is received.
Prepare TPC agenda for each meeting, including all necessary updates to the agenda through TSAMM and distribute agendas to Council members in a timely manner.
Finalize the meeting in TSAMM and distribute Program Council recommendations following each meeting.
Distribute Board approved TPC minutes to Personnel, IT, Legal and Statistics departments.
Prepare and distribute the quarterly TPC meeting dates and deadlines to the field (THQ Boards and Councils Meeting Dates).
Prepare and send reports as requested to THQ Departments, Divisional Social Services Directors, Program Secretaries and Divisional Commanders.
Prepare and revise the Divisional Program Council membership lists on a yearly basis and follow up with the divisions if not received in a timely manner.
Respond to inquiries from the field to research Program Council approvals in the Legacy Board and make copies as needed.
Plan and make arrangements for department events.
Ordering office supplies and IT equipment for the department.
Review New Frontier and Caring publications regularly to identify programs or individuals that should be acknowledged with a thank-you card and share relevant articles to DSSDs in Teams.
Monitor the Information from NHQ communications, identify important updates or articles, and share them promptly to DSSDs in Teams.
Other duties as assigned by the TSSS.