Administrative Assistant

The Salvation Army USA Central Territory; Wauwatosa (WI); On-site; USD 38,000 - 47,000; Full time

Job summary

The Salvation Army USA Central Territory is seeking an Administrative Assistant to provide clerical and practical support to the General Secretary and the Divisional Secretary for Strategy and Operations. The role manages reception, mail, and office supplies to support operations at DHQ in Wisconsin and Upper Michigan.

Responsibilities include calendar management, file maintenance, expense reporting, front desk supervision, notary duties, and coordinating events while ensuring smooth daily

Qualifications

• Requires High School Diploma or equivalent.
• Two years experience as Administrative Assistant to a high-level manager.
• Nonprofit setting experience preferred.

Responsibilities

• Receives calls and manages GS and DSSO calendars and mail.
• Maintains general files for GS and DSSO.
• Tracks monthly expense and mileage reports.
• Supervises front desk and mail room operations.
• Notary Public for official documents.
• Coordinates calendars and events; schedules DHQ devotions.
• Oversees office equipment maintenance and purchases.

Skills

Calendar management

Office administration

Notary Public

Event coordination

MS Outlook

Front desk management

Education

High School Diploma

Job description

Job Objective: Provides overall clerical and practical support to the General Secretary (GS) and Divisional Secretary for Strategy and Operations (DSSO) positions. Manages the operations of the Divisional Headquarters building pertaining to reception, mailroom, and office supplies to support the mission of The Salvation Army in the Wisconsin and Upper Michigan Division.

Essential Functions: This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of the position. Other job-related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

• Receives phone calls and manages the calendar and mail for GS and DSSO
• Maintains general files for GS and DSSO.
• Assists with monthly expense reports and mileage reports.
• Supervises the building receptionist(s) and the operation of the front desk and mail room.
• Provides front desk coverage for breaks, receptionist absence, and other unique circumstances.
• Oversees maintenance of copiers, fax machines, and other front desk and mailroom equipment; coordinate purchase of new equipment and training for such.
• Orders and maintains consolidated inventory of office supplies.
• Creates and maintains updates to the Divisional and Milwaukee County Calendars on Microsoft Outlook, and coordinates events/schedules to ensure there are no conflicts.
• Obtains and submits dates for pocket calendars to be printed each year and distribute calendars to DHQ and corps.
• Coordinates, communicates and updates schedule for weekly DHQ devotions, as needed.
• In coordination with GS and DSSO, keeps DHQ staff informed of building events, meetings, policies, special conditions, etc as needed.
• Takes meeting minutes for assigned departmental meetings, as well as meetings of the Milwaukee County Coordinating Council.
• Serve as a Notary Public for official documents as required.

Minimum Qualifications: The requirements listed below are representative of the minimal education, experience, skills, and/or abilities required for this position.

Education: High School Diploma or equivalent

Experience: Two (2) years experience as Administrative Assistant to a high-level manager or executive (in a nonprofit setting helpful). Event management experience also helpful.

- Or any equivalent combination of education and experience that provides the requisite knowledge, skills and abilities.

The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.