Administrative Aide- 13-100- SC/San Bernardino

The Salvation Army Southern California; Redlands (CA); On-site; USD 25,000 - 36,000; Full time

Job summary

The Salvation Army Southern California seeks an Administrative Aid to perform secretarial and clerical tasks, coordinate workloads, and provide public contact support. The role supports transitional housing and case management for low-income individuals in shelters, emphasizing accurate data and respectful service.

The position requires strong organization, proficiency in Microsoft Office, and the ability to handle confidential information with care during interactions with clients and staff.

Qualifications

• High school diploma or equivalent required.
• Two years of administrative duties preferred.
• Must have a valid CA license.
• Experience with Microsoft Word and Excel required.
• Working knowledge of integrated database applications and ability to learn new software.

Responsibilities

• Acts as secretary, receptionist, and office assistant.
• Type correspondence, memos, reports and bulletins.
• Screens visitors and telephone calls.
• Arranges and schedules conferences, meetings, and appointments.
• Maintains files and records with confidentiality and accuracy.
• Processes invoices and maintains budget records.
• Attends meetings and documents minutes.
• Prepares and submits reports and data as needed.

Skills

Organizational skills

Time management

Communication skills

Discretion & confidentiality

Independent working

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Database software

Job description

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ to meet human needs in His name without discrimination.

Position Summary

Administrative Aid will perform varied complex specialized secretarial and clerical functions and public contact duties; coordinates the workload of other employees; performs related duties and responsibilities as required. Provides transitional housing and support services to low income, homeless adult men/women with their children and single women who reside in emergency shelters, domestic violence shelters or are considered homeless as defined by HUD. Assists these individuals and families with intensive case management, career counseling and family support services that enable them to live productive, independent lives.

Essential Functions

• Acts as secretary, receptionist, and office assistant.
• Type correspondence, memos, reports and bulletins.
• Drafts correspondence, memos, reports, and bulletins from verbal instructions.
• Screens visitors and telephone calls.
• Arranges and schedules conferences, meetings, and appointments.
• Answers inquiries and provides information for other staff and the public.
• Trains and coordinates the work of other office workers/volunteers.
• Prepares and types confidential reports, letters, and memos.
• Develops and maintains files and records, including employee personnel files, client files, and volunteer files. These must be maintained in accordance with confidential policies and procedures.
• Reviews reports, files and other documents for accuracy, completeness, and conformance to standard procedures.
• Operates standard office equipment.
• Explains rules, regulations and policies.
• Maintains budget records.
• Processes invoices and receipts for expenditures in a timely manner.
• Oversees employee shift records and processes time worked recorded and leave requests.
• Posts data and information to records, cards, and files requiring great accuracy.
• Compiles statistical and narrative reports.
• Attends meetings and maintains minutes of meetings.
• Consults with the Director to process new and revised Board policies.
• Receives, sorts and routes incoming mail for staff and clients.
• Maintains a continuous inventory of supplies and equipment.
• May update computerized staff records.
• Prepares and submits GIK reports and program statistics.
• Collects and records client rent payments and deposits; issues receipts and prepares bank deposits.
• Tracks client savings and maintains accurate savings logs
• Maintains bus pass inventory, distribution logs, and usage reports.
• Enters and verifies WellSky data and submits required reports on time.
• Maintains confidential records, processes invoices, and organizes supporting documents for audits.
• Performs other duties as required

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 25 lbs.

Minimum Qualifications

• High school Diploma or Equivalent.
• Two years of administrative duties preferred.
• Must have a valid CA license.
• Experience with Microsoft Word and Excel required
• Working knowledge of integrated database applications and ability to use new software programs with basic training.

Skills, Knowledge, And Abilities

• Strong organizational and time-management skills in order to coordinate schedules, deadlines and calendars.
• Ability to prioritize multiple assignments and meet deadlines.
• Proficiency in Microsoft Office applications and standard office technology.
• Strong verbal and written communication skills.
• Ability to maintain accurate financial records and documentation.
• Professional, courteous, and service-oriented approach when interacting with clients, staff, volunteers, and community members.
• Ability to work independently while exercising good judgment and discretion.
• Ability to learn new systems and procedures quickly.
• Commitment to maintaining confidentiality.
• Ability to read, understand, and explain a variety of general policies and materials. Follow written and oral directions. Communicate and maintain effective relationships with staff, clients and the public.