The Salvation Army - Central Territory

  • Administrative Assistant/Emergency Disaster Services/Chicago

    Job Locations US-IL-Elk Grove Village
    Job ID
    2018-7848
    # of Openings
    1
    Category
    Administration
    Type
    Regular Full-Time
  • Overview

    DOING THE MOST GOOD

     

    Do you want to use your skills and talents to make a lasting difference in the world?  The Salvation Army is the fourth largest charity in the United States and is an international organization based on Biblical principles created to help people in need.  We are mission-driven, diverse, collaborative, and focused on positive results for people. Join us in making a difference.    

     

    POSITION/TITLE:   Administrative Assistant

     

    LOCATION/DEPT:    Emergency Disaster Services (EDS)

     

    REPORTS TO:           Assistant Director

     

    FLSA STATUS:         Non-Exempt

     

    STATUS TYPE:         Regular Full-Time

     

    PAY RANGE:            $20-$23/hour

     

    OUTCOMES

    This position provides basic administrative support for EDS, maintains accurate data/information, produces various reports and assists with community outreach activities to secure in-kind donations and volunteer support.

    Responsibilities

    PRIMARY DUTIES AND RESPONSIBILITIES

    1. Administrative/Operations
    • Open, stamp, process all incoming mail
    • Prepare bills/invoices; send to DHQ for processing and payment
    • Serve as Duty Office during regular work hours
    • Answer after hours emergency family service calls & forward as required
    • Order/print/prepare materials for trainings/events/meetings, including invitations, name tags, programs, menus, labels training certificates
    • Prepare presentations for corporate connections
    • Work with designated staff in the development of manuals for large scale disaster planning; food service operations for use in training staff and volunteers, including mass feeding; and standard operating procedures (SOP) and comprehensive training program for the Urban Field Kitchen.
    • Assist with coordination of volunteers, in-kind donations, purchased product, packing boxes, and delivery of food boxes to participating corps for annual Christmas Food Box Project.
    1. Database Management/Statistical Reporting
    • Maintain Emergency Disaster Services National Database
    • Partner with Volunteer Coordinator to reconcile Better Impact and the National Database and monitor volunteer credentials
    • Compile data to complete and submit various statistical reports to division, territory and national headquarters by required deadlines
    1. Community Outreach
    • Research Metropolitan area for viable corporate donations and specific disaster related needs; work with Assistant Director of Operations to establish contacts as permitted by DHQ Development Department.
    • Work with EDS administration and Volunteer Coordinator to recruit volunteers for large scale disaster planning, preparation and deployment through social media postings and mass emails to comprehensive volunteer list.
    • Provide support services to the EDS Director.
    1. Communications/Social Media
    • Work with Volunteer Coordinator to:
      • --Create monthly newsletter and publish to Facebook and TSA Website
      • --Post ongoing Facebook entries to draw in volunteer base and keep engaged.
      • --Research, interview, write and publish human interest stories for the newsletter
    • Utilize Facebook groups to provide internal messaging, documents and call out information
    • Analyze call out communication methods and research more effective means of mass communication as volunteer base grows
    1. Responsibilities in a major disaster activation situation
    • In the event of a major disaster, must be willing to deploy if necessary
    • In response to major disaster events and in conjunction with the activation of the EDS Center, assist with recruiting volunteers from corporations, the faith community, civic groups, schools, colleges, etc. to participate in EDS projects located at the EDS Facility
    • Control the issuance of security credentials to disaster workers and operate on-site photo identification systems
    • Coordinate with the Logistics and Operations Chiefs to maintain all contracts and invoices or other financial records related to the acquisition of equipment, material, services and vehicles
    1. Additional duties as assigned

    Qualifications

    COMPETENCIES

    • A strong personal conviction for the mission of the Salvation Army
    • Excellent communication (verbal/written) and interpersonal skills, using diplomacy and good judgment
    • Demonstrated ability to use initiative and be a self-starter
    • A positive attitude with the ability to be flexible in changing situations/priorities
    • Ability to manage confidential material
    • An interpersonal style that is service oriented; anticipates and responds to needs of others
    • Excellent attention to detail of procedures, processes and policies
    • Knowledge of, or a willingness and aptitude to learn, the concepts involved with EDS/ Emergency Management
    • An understanding of data management, procedure development and flow of information
    • Working knowledge of various social media platforms
    • A “hands-on” knowledge of how to effectively work with diversity in the workplace

    EXPERIENCE

    • High school diploma required – Associates degree preferred
    • Must have experience in a computer based work environment with an excellent working knowledge of Microsoft Office software (Word, Excel, Power Point, Publisher)
    • EDS/Emergency Management experience
    • Experience in a nonprofit work environment preferred
    • Database management experience
    • Bookkeeping experience preferred
    • Salvation Army EDS course: Finance & Administrative Chief

    PERFORMANCE MEASURMENTS  

    This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy, and completeness of accomplishing assigned goals. How job related contacts respond to this individual will also be evaluated.

     

    SUPERVISION RECEIVED

    This person will be trained and supervised by the Assistant Director of Operations but will be expected to operate within set guidelines and use good judgement to make decisions accordingly.

     

    RELATIONSHIPS

    This individual relates to and interacts with a wide range of contact both within and outside The Salvation Army. In these contacts, they act as a representative of the Army and its mission.

     

    PHYSICAL DEMANDS/WORK ENVIRONMENT 

    This position is required to do some physical work. In order to successfully perform the essential functions of this position, the employee is regularly required to sit for lengthy periods of time; use hands to handle or feel; and talk or hear. The employee is infrequently required to walk, stoop, kneel or crouch; but frequently required to reach with and use arms and hands, as required in using standard office equipment and a PC. On rare occasions, employee may need to assist in the movement of warehouse product. Specific vision abilities required by this job include close vision, distance vision and ability to focus. The work environment for this position includes an office and warehouse environment with an average noise level.

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