Administrative Assistant

The Salvation Army North & Central Illinois Division; Chicago (IL); On-site; USD 25,000 - 30,000; Full time

Job summary

The Salvation Army North & Central Illinois Division is seeking an Administrative Assistant for the Red Shield Center. You will perform general office duties, handle communications, organize data, and assist with finance reports and deposits.

Responsibilities include payroll support, HR file maintenance, recruitment processing, and supplier coordination. Strong typing, Word/Excel proficiency, and confidentiality are essential for success.

Qualifications

• High School Diploma required with 2–4 years of experience.
• Experience with Word and Excel in PC-based environments.
• Must be able to type 60 wpm.

Responsibilities

• Administrative duties including handling phones, mail, reports, and filing.
• Order supplies and manage deposits and payables; prepare financial reports.
• Recruitment, background checks, hire/termination paperwork, and HR file maintenance.
• Payroll processing support and timekeeping using Paycor; assist with changes in status.

Skills

Communication

Interpersonal skills

Initiative

Attention to detail

Confidentiality

Flexibility

Education

High School Diploma

Associate degree preferred

Tools

Word

Excel

Job description

NORTH & CENTRAL ILLINOIS DIVISION

Adele and Robert Stern Red Shield Community Center

Job Description

THE SALVATION ARMY

POSITION TITLE: Administrative Assistant

LOCATION/DEPT: Red Shield Center

REPORTS TO: Corps Officers

FLSA CATEGORY: Non- Exempt

STATUS TYPE: RFT

PAY GRADE: 403

PAY RANGE: $18.74

At The Salvation Army, we are dedicated to Doing the Most Good. We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors.

RED SHIELD MISSION

To provide leadership using policies, procedures and available systems to support the Red Shield Center in meeting the mission of The Salvation Army.

OUTCOMES

The Administrative Assistant provides general office support for the Red Shield Center including assistance with written and oral communications, data organization, finance reports, payables, and deposits.

Essential Duties And Responsibilities

• Administrative duties are performed including
  • Phones are answered and calls are directed to the appropriate locations.
  • Incoming mail is opened, stamped and distributed.
  • Various reports and correspondences are prepared for the Corps Officers.
  • The administrative offices are organized including filing and the storage of supplies.
  • Supplies are ordered for all departments.
  • Thank you notes are written for donations.
  • Community service workers are appropriately scheduled and supervised.
  • Invitations are sent for various events, including quarterly community meetings.
  • Payables are paid on a weekly basis, checks cut and ready for signatures.
  • Deposits made to bank according to policy.
  • Count all cash/check and make journals accordingly.
  • Along with designated staff (as assigned by Corps Officer) transport all deposits in a timely manner to the bank.
  • Maintain rental payments on all tenants.
  • Track and record all grants/donations from funding sources.
  • Prepare financial reports and outcomes of grants for submission to DHQ as needed.
  • Generate billing statements for additional services required from tenants for payment.
• Recruitment
  • Retrieve applicant employment applications from ICIMS for processing.
  • Background check clearances are communicated timely.
  • References are completed and forwarded to the HR Department at Divisional Headquarters.
• Hiring/Termination
  • Prepare hire and termination paperwork and forward to the HR Department at Divisional Headquarters.
  • Create and maintain employee files. Ensure each file is complete with all required paperwork. Accurately file any documentation/correspondence obtained after hire. Process terminated files in accordance with proper procedures. Ensure that strict confidentiality is maintained with regards to employee files.
• Payroll/Employment Changes
  • Enroll new employees into the Paycor time clock.
  • Assist with processing of payroll on a bi-weekly basis.
  • Track and submit any change of status forms (pay changes, title changes, promotions, address changes, etc.).
  • File approved documents received from the HR Department at Divisional Headquarters.
  • Verify time availability for staff time off requests.
  • Ensure that payroll authorizations for hours worked, overtime, and undocumented starting/ending times are valid.
  • Distribute paychecks in a timely manner. Ensure all employees have direct deposit or issue bank cards.
• Benefits Management
  • Act as the liaison with the HR Department at Divisional Headquarters regarding all benefit and insurance issues.
  • All Workers Compensation claims are reported/processed and tracked timely. Claims are reported to the HR Department at Divisional Headquarters.
  • All leaves (FMLA, PLOA) are processed and tracked. Pertinent information is communicated to the HR Department at Divisional Headquarters.
• All other duties as assigned.

REPORTING RELATIONSHIPS

This position reports to the Corps Officer.

In contacts related to this position’s duties, this individual acts as a representative of The Salvation Army and its mission.

PERFORMANCE MEASUREMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved.

Timeliness and accuracy of accomplishing assigned goals will be reviewed, and an evaluation of how effectively service provided.

A 30, 60, and 90-day performance review will be conducted.

Education/Experience

• High School Diploma required with 2- 4 years of experience required. An associate degree preferred.
• Experience in PC-based work environments, including Word and Excel.
• Must be able to type 60 wpm.

COMPETENCIES

• Willing to promote the mission of The Salvation Army.
• Good communication and interpersonal skills.
• Demonstrated ability to use initiative and be a self-starter.
• An attention to detail.
• An ability to work with confidential material.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.

POSITION LIMITATIONS

• This individual will only commit Army resources that have not been allocated or approved.
• This individual will keep the Corps Officers informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• Must be able to walk up two flights of stairs and lift up to 50lbs.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and PC.
• The work environment for this position includes an office environment with a low noise level.
• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients and visitors; respect of others’ property and person, professional and appropriate communication to and about co-workers, supervisors and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.