Administrative Assistant

The Salvation Army; Highland Park (MA); On-site; USD 21,000 - 45,000; Part time

Benefits offered by this job

Paid time off

Pension plan

Supplemental insurance

Meaningful work

Job summary

The Salvation Army Holyoke Corps. is hiring an Administrative Assistant for a 25-hour workweek in Holyoke, MA.

This non-exempt, part-time role supports the Social Services and office operations with clerical tasks, scheduling, data entry, and correspondence. The ideal candidate will have a High School diploma (associate’s preferred), 3 years of office experience, strong typing and MS Word/PowerPoint skills, and the ability to work well with diverse staff and clients.

Qualifications

• Education: High School Degree required; associate’s degree preferred.
• Experience: Minimum 3 years’ office experience.
• Skills: typing, MS Word and PowerPoint; excellent organization and attention to detail.
• Language: English; bilingual Spanish is a plus.

Responsibilities

• Provide comprehensive administrative support to ensure efficient office operations.
• Develop knowledge of programs and refer inquiries to appropriate staff.
• Prepare materials for reviews, inspections, and compliance activities.
• Maintain confidential records and process payroll timekeeping and time-off data.
• Support clerical duties for Social Services, including scheduling and correspondence.

Skills

Typing

Transcribing

Attention to detail

Organization

MS Word

PowerPoint

English language

Spanish language

Education

High School Diploma

Associate’s degree preferred

Tools

MS Word

PowerPoint

Job description

Overview

The Salvation Army’s Holyoke Corps., is hiring an Administrative Assistant and offers the following benefit package to part-time employees:

• Generous paid time off every year that includes: holidays, vacation time and sick time
• Employer funded Pension Plan (company contributions begin after 1 year of employment and consistently works 20+ hours/week)
• Eligibility for supplemental insurance plans including: Voluntary Term Life & AD&D benefits, AFLAC Insurance
• Most importantly – a job with a good purpose!

Location: 512 Pleasant Street, Holyoke, MA

Hours/week: 25 hours per week

Exemption: Non-exempt

Pay Range: $15.00 - $32.64 per hour

* While the full salary range is shown, we expect to hire around $19.05 per hour, depending on experience and qualifications.

To provide comprehensive administrative, clerical, and office support to ensure the efficient and professional operation of the office.

Duties & Responsibilities:

• a) Develop a working knowledge of the organization’s various programs, services, and departments to provide accurate information and appropriately refer individuals to the appropriate staff member, department, or resource as needed.
• b) Assist with preparing, organizing, and completing materials and documentation required for Corps reviews, inspections, and related compliance activities.
• c) Maintain confidential records and information in a secure and organized manner, ensuring information is accessed only by authorized individuals and as needed to perform job responsibilities.
• d) Provide administrative and clerical support to the Social Services Department, as requested, including assistance with correspondence, documentation, filing, data entry, scheduling, and other related duties.
• e) Provides comprehensive administrative, clerical, and office support to ensure the efficient and professional operation of the Corps, including, but not limited to:
• Answer, screen, and direct incoming telephone calls and messages to the appropriate staff member.
• Manage Corps Officer calendars and schedules as requested, including coordinating appointments, meetings, and other activities.
• Prepare, process, and coordinate incoming and outgoing mail, faxes, express packages, and other correspondence.
• Maintain organized paper and electronic filing systems and provide filing support as needed.
• Provide clerical and administrative support, including composing and preparing routine correspondence, reports, presentations, flyers, meeting materials, and other documents using appropriate computer software applications. This may include PowerPoint presentations for worship services, programs, and other events, as well as Corps Council and Advisory Council minutes.
• Monitor office and program supply inventories and place orders as necessary to maintain adequate supplies.
• Prepare and maintain current telephone directories, collaboration directories, Advisory Council directories, Soldier information, divisional registrations, and new-hire paperwork for seasonal and part-time employees.
• Assist with payroll submission and maintain accurate records of personnel, vacation, sick, and other applicable time. Ensure V99 records are maintained as the official record.
• Communicate any operational, administrative, or customer service concerns to the supervisor in a timely manner and assist in resolving issues to promote excellent customer service.
• Assist with seasonal recruitment, application processing, volunteer coordination, and related paperwork. Collaborate with department heads and program staff to maximize effective facility usage and support fundraising and program objectives, including Christmas, outside groups, Corps programming, Thanksgiving, and summer volunteer activities.
• Recruit and coordinate campership participants, complete required paperwork and medical forms, and arrange transportation and other necessary logistics.
• Prepare and coordinate thank-you notes, acknowledgements, and other correspondence to donors, volunteers, community partners, and friends of The Salvation Army Holyoke Corps.
• Attend staff meetings, project meetings, and other meetings as assigned; prepare meeting minutes, document action items, and follow up on assigned tasks as appropriate.
• Maintain confidentiality and safeguard sensitive Corps, personnel, donor, client, and organizational information in accordance with established policies and procedures.
• f) Perform other duties as assigned within the scope of the position

QUALIFICATIONS

Education Requirements:

High School Degree required, associate’s degree preferred

Work Experience:

Minimum 3 years’ experience working in an office setting

Other Qualifications:

• Excellent typing skills, transcribing skills and computer experience utilizing Microsoft Word, PowerPoint
• Ability to pay strict attention to detail and prioritize projects is required
• Must have great organizational skills
• Ability to work and relate well to people of all cultural backgrounds
• Must be able to read, write, and communicate in English
• Fluent in Spanish
• Must be professional and courteous

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. The Salvation Army is committed to providing reasonable accommodation for qualified job applicants, job candidates, and employees with disabilities to ensure they enjoy equal access to all employment opportunities and benefits of employment as required by the Americans with Disabilities Act. EEO is the Law.

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.