Service Extension Administrative Assistant

The Salvation Army Southern California•Happy Valley, OR

1d•Onsite

About The Position

Provides administrative and secretarial support to the Service Extension. Service Extension Centers/Units are available where there is no established Corps community center. These units function in cooperation with a local committee of representative citizens. Services range from medical and dental assistance to sending children to summer camp or supplying gasoline, food and clothing to those in need. Units provide individual and emergency services according to general policies and the decisions of local committees.

Requirements

High school diploma or G.E.D.
Be sensitive when handling delicate social service phone calls and handle appropriately.
Excellent telephone skills.
Detail oriented and attention to detail.
Self-starter and able to work as a team or on your own.
Team player.
Strong use of the English language in verbal and written communication (Spelling - 90% Grammar - 85%).
Customer service mindset.
General accounting or bookkeeping knowledge.
Strong analytical and research skills.
Proficient typing skills (50 words per minute).
Must have a valid driver's license and good driving record.
Have a working knowledge of all Microsoft Office programs including Word, Excel, Publisher, Access and PowerPoint, required.
Have a working knowledge of a CISCO telephone, computer equipment including email, scanner and copy machine, and a 10 key calculator, required.
Basic knowledge of Outlook, required.
Basic knowledge of Vivid Reports or willingness to learn, required.
Willingness to learn Registration and Scheduling software programs such as Salvation Army Camp, Angel Tree, Wellsky, Salvation Army Finance Web and Golden, required.
The Salvation Army’s Protecting the Mission Training.
The Salvation Army Pathway of Hope Training.
HIPAA Compliance Training.
WellSky databases.
VIVID.
Motor Vehicle Record (MVR) – Annually.
Criminal History Report – Biannually.
All employees recognize The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.
The Western Territory Handbook for employees will be your guide to all personal practices and procedures.
Flexibility and a cooperative spirit are crucial characteristics of the person who holds this important position and for the successful operation of Salvation Army services.
The candidate chosen for this position will be required to pass a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction(s) will be considered.
Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment to meet the physical requirements of the position. The Salvation Army would attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship would result.

Nice To Haves

In lieu of diploma or degree, three years administrative/secretarial experience preferred.
General knowledge of The Salvation Army preferred.

Responsibilities

Answer the phone; take messages for the Service Extension Director as appropriate and/or give social service phone number referral to a service center, unit or corps.
Answer calls coming from Service Extension Units within the Division and or people seeking assistance, and guide them to the proper Center, Unit or Corps.
Serve as the primary contact for the SE Field Representatives.
Collect the department mail daily and distribute it to appropriate people.
Maintain a list of all Service Extension Center and Units Contact Names on File and maintain Service Unit master list, update on an ongoing basis.
Organize the Contact information on the DHQ “O” Drive.
Have Information regarding Service Centers and Units on the Cascade Landing.
Code all Vouchers on CARE and AP Workflow that come in the mail or email each day and submit for approval by SE Director.
Track stats daily on spreadsheet and email to the DHQ statistician at the end of each month.
Follow up on any missing backup paperwork for each voucher.
Track assistance given per individual and location.
Contact area appropriate representative when voucher abuse takes place.
Type correspondence, reports, records and other materials needed for service extension and emergency disaster services.
Maintain filing system for case reports, extension committees, and other programs.
Assist in maintaining financial records.
Assist in registrations for Service Extension Summer Camp.
Send out monthly reminders to service centers about statistical due dates.
Keep a log of referrals given over the phone and send to DHQ statistician monthly.
Send vouchers and supplies to Service Units/Centers as directed.
Take meeting minutes as needed by the Director.
Attend all staff meetings including annual Social Service Conference on or off site.
Assist in creating meeting agendas, bring up items that need to be addressed to the Service Centers Coordinators and Service Extension Field Representatives.
Perform other administrative functions as requested.
Serve as the liaison between SE Centers Coordinators and SE Units Lead Volunteers regarding the Christmas Fundraising Effort.
Obtain and file all Kettle Coordinators contact information from each SE Field Representative.
Set up all active Service Units and their locations in the Kettle Software.
Be the main point of contact for anything kettles at DHQ specifically speaking Development and Communications Departments.
Be available to help communicate or collect documents that HR needs regarding the Kettle Fundraising hiring season.
Work with the Finance Department to set up banking information for all active service extension locations.
Submit daily income and hours for all service extension kettle workers.
Audit daily kettle reports.
Submit weekly service extension kettle workers payroll information to the payroll department.
Reconcile bank deposit slips with kettle reports submit to Finance on an ongoing basis.