The Salvation Army - Central Territory

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Divisional Social Services Administrative Assistant

Divisional Social Services Administrative Assistant

Job ID 
2017-4397
# of Openings 
1
Job Locations 
US-MO-Kansas City
Category 
Administrative
Type 
Regular Full-Time

More information about this job

Overview

Provide a wide range of administrative support activities to the Divisional Social Services Department.

Responsibilities

1. Provide administrative services and coordinate logistics for the Social Services Director and Assistant Social Services Director: manage calendar, organize meetings, prioritize mail, handle phone calls and receive messages, compose emails and correspondences
2. Provide all aspects of clerical and secretarial support for other Social Services Department staff
3. Prepare meeting minutes including but not limited to: Environment of Care, Social Service staff meeting, Safe From Harm Committee meeting, Advisory Council and route appropriately following approval
4. Coordinate services and maintenance of telephone, copier, File Bound, and cable
5. Prepare departmental billing for approval
6. Order office supplies and maintain supply inventory
7. Make preparations for events and/or meetings as assigned
8. Provide administrative support to Linwood Center’s United Way Campaign
9. Create and maintain monthly financial, statistical, and payroll tracking reports
10. Coordinate and update schedules for Social Services Department staff
11. Input data into the Safe From Harm Database
12. Provide administrative support in disaster case management, activities including securing needed documentation, compiling reports, filing and data entry into MAACLink
13. Provide administrative support for the Divisional Mission Program Council including the preparation of agendas, minutes of meetings, tracking of activities, and communication with Territorial Headquarters.
14. Arrange and participate in designated meetings, team projects, and seasonal activities
15. Maintain confidentiality of all written/verbal communications and information as required by statute and policy/procedure
16. Maintain departmental inventory of furnishings and equipment
17. Maintain program files according to standardized filing methods and purge records according to disposition of file procedures. Enter paper files into electronic document storage system (File Bound) in a systematic manner to ensure ease in file retrieval
18. Prepare thank you letters to donors and maintain records of such mailings. Maintain records of donations per established procedures
19. Participate in the rotation for the Linwood Center telephone switchboard and receptionist coverage as needed. Route callers and greet, sign-in and direct visitors appropriately. Maintain Linwood Safety Protocol.
20. Serve as back up for mail delivery/pick up to and from DHQ, and mail processing for both internal and external mail
21. Other duties as assigned

Qualifications

EDUCATION STANDARDS:

 

 

• Minimum two year college degree in secretarial/administrative studies or related field but may substitute years of experience for formal degree. Prefer previous experience in social services setting
• Specialized training in secretarial, computers, or business preferred


EXPERIENCE:

 

• Minimum two to four years secretarial/administrative experience. Type 40-65 WPM with accuracy. Proficient in computer software applications such as MS Office, Excel, Power Point, and Access. Prefer experience maintaining and operating office equipment. General bookkeeping experience and ten key by touch also preferred


ADDITIONAL QUALIFICATIONS:

 

• Be conversant with, and supportive of, The Salvation Army Mission
• Good oral and written communication and time management skills
• Strong teamwork and interpersonal skills
• Sound judgment, problem solving and conflict resolution skills
• Ability to multi-task in order to meet varied project and reporting deadlines
• Ability to handle multiple demands and priorities
• Ability to be creative, original, intuitive, and perceptive
• Ability to think logically and critically
• Ability to work with people of diverse racial, ethnic, and socioeconomic backgrounds in a sensitive and culturally appropriate manner.
• Demonstrated leadership qualities and ability to work with minimal supervision
• Ability to speak and understand English in a manner that is sufficient for effective communication
• Ability to clear background and criminal records screening
• Ability to meet and maintain Salvation Army driver qualification standards

 

Physical requirements include:


• Sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or occasional continuous basis
• Grasp, push, pull objects such as reference materials, files, file cabinet drawers, and reach overhead.
• Operate telephone and other electronic communication devices
• Operate various other office equipment including personal computer, copier, fax machine, and scanning equipment
• Ability to lift up to 25 lbs. occasionally