Administrative Assistant Jobs

About The Position

Requirements

• High school degree required.
• At least 3 years of experience working in an office setting.
• Excellent typing and transcribing 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 people to appropriate staff, departments, or resources.
• Help prepare, organize, and complete materials and documentation for Corps reviews, inspections, and compliance activities.
• Maintain confidential records and information securely and in an organized manner, limiting access to authorized individuals as needed for their work.
• 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 the appropriate staff member.
• Manage Corps Officer calendars and schedules as requested, coordinating appointments, meetings, and other activities.
• Prepare, process, and coordinate incoming and outgoing mail, faxes, express packages, and other correspondence.
• Maintain organized paper and electronic filing systems and provide filing support.
• Compose and prepare routine correspondence, reports, presentations, flyers, meeting materials, and other documents using appropriate computer software; materials may include PowerPoint presentations for worship services, programs, and events, as well as Corps Council and Advisory Council minutes.
• Monitor office and program supply inventories and place orders as needed.
• Prepare and maintain telephone, collaboration, and 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; maintain V99 records as the official record.
• Communicate operational, administrative, or customer-service concerns to the supervisor promptly and assist in resolving issues.
• Assist with seasonal recruitment, application processing, volunteer coordination, and related paperwork.
• Collaborate with department heads and program staff to support 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 for 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.
• Safeguard sensitive Corps, personnel, donor, client, and organizational information in accordance with policies and procedures.
• Perform other duties as assigned within the scope of the position.

Benefits

• Paid holidays, vacation time, and sick time.
• Employer-funded pension plan; company contributions begin after 1 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.