Administrative Assistant

The Salvation Army; Coeur d'Alene (ID); On-site; USD 34,000 - 42,000; Full time

Job summary

The Salvation Army's Kroc Center is seeking an Administrative Assistant to provide day-to-day administrative support to the Operations Department.

You will manage communications, coordinate meetings, assist with payroll and staff records, and ensure accurate records and timely processing.

The role requires a High School diploma (GED acceptable), two years of secretarial or customer service experience, and proficient MS Office skills.

Qualifications

• High School diploma or GED required or equivalent.
• Two years of experience in secretarial or customer service positions.
• Preferred background in project management or construction.
• Must have excellent computer skills and be proficient in Microsoft Office.
• Ability to write routine correspondence and communicate effectively.

Responsibilities

• Receive and handle vendor and contractor calls and visitors in a friendly, professional manner.
• Sort, prioritize, and respond to department emails and messages.
• Prepare and submit project-based TSAMM items timely.
• Serve as the main operational liaison between vendors and contractors.
• Coordinate staff meetings and detailed minutes.
• Assist with payroll, timesheets, and staff records.
• Ensure timely payment of invoices with accounting.
• Maintain confidentiality and provide general administrative support.

Skills

Organizational skills

Attention to detail

Time management

Verbal and written communication

Customer service mindset

Typing skills

Education

High School diploma or GED

Some college

Tools

Microsoft Office

Job description

General Statement

The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is the spiritual, emotional, and physical regeneration of all people.

The Salvation Army 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 and to meet human needs in His name without discrimination.

Position Summary

The Administrative Assistant is responsible for providing day-to-day administrative support for the Operations Department at the Kroc Center. The Administrative Assistant must have strong organizational skills with a keen eye for detail. She/he must be flexible and able to handle multiple priorities simultaneously, have good judgment, be able to work independently or with little supervision, self-motivated, set priorities and apply excellent time management skills.

Duties and Responsibilities

• Receive and handle vendor and contractor incoming telephone calls and visitors in a friendly and businesslike manner.
• Sort, prioritize and respond to project specific department emails messages.
• Prepare and submit project based TSAMM items in a timely manner
• Serve as the main operational liaison between vendors and contractors for the operations department
• Provide project based approvals to required local and divisional employees
• Answer and respond inquiries to all vendor and contractor related inquiries
• Assist with the bid collection process for all operational related projects
• Maintain supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
• Arrange staff meetings and detailed minutes
• Assist with huma resources tasks such as payroll, time sheet adjustments and staff records.
• Direct calls to appropriate staff in a timely manner.
• Work directly with accounting to ensure timely and accurate payment of all invoices.
• Assist with inventory and preventative maintenance requirements for Upkeep
• Schedule and communicate onsite vendor and contractor meetings
• Maintain confidentiality.
• Provide routine administrative support and other administrative functions as requested.
• Other duties as assigned.

General Qualifications and Proficiencies

• High School diploma or GED equivalency required. Two years college education is preferred.
• Minimum of two years of experience in either a secretarial or customer service position.
• Preferred background in project management and/or construction
• Must have excellent computer skills, with extensive working experience of Microsoft Office products.
• Ability to use new software programs with basic training.
• Ability to access, produce and research information from a computer.
• Ability to write routine correspondence.
• Must have command of the English language and possess excellent verbal and written communication skills.
• Customer service mindset.
• Detail oriented
• Strong organizational skills.
• Thrive in a team-oriented environment.
• Ability to work in a fast-paced environment and maintain poise under pressure.
• Excellent telephone skills.
• Proficient typing skills.
• Knowledge of office machines and their operations.
• Knowledge of Salvation Army policies and procedures helpful.

Physical Requirements

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

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

General Statements

The above is general in nature and is not intended to be exhaustive.

Special Comments

I understand that as an employee I represent The Salvation Army and agree to respect and work within its Christian tenets.

Qualifications

Education

High School or Equivalent

Preferred

Some college

Experience

Minimum two years experience in either secretarial or customer service position

Preferred

Preferred background in project management or construction

Behaviors

Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.