Administrative Assistant - Anaheim

Ultipro; Anaheim (CA); On-site; USD 25,000 - 26,000; Full time

Benefits offered by this job

Career growth

Paid time off

Medical, Dental, Vision

Wellness Program Incentives

Retirement Plan

Pre-paid Legal Service

AFLAC

Pet Insurance

EAP (Employee Assistance Program)

Employee Store Discounts

Great Work Perks Discounts

Job summary

The Salvation Army ARC in Anaheim, CA seeks an Administrative Assistant to manage daily operations of the Administration Office and support program staff. You will handle scheduling, filings, meetings, and communications, ensuring smooth operations and donor-facing professionalism.

Ideal candidates have a High School Diploma (AA preferred) with 2 years admin experience, proficiency in Microsoft Office 365, and a commitment to confidentiality and accurate record-keeping within a nonprofit setting.

Qualifications

• High School Diploma required; AA degree preferred.
• Minimum two years of administrative or office experience.
• Proficient in Microsoft Office 365 (Word, Excel, Outlook, and Teams).
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks efficiently and professionally.
• Strong organizational skills and attention to detail.
• Demonstrated ability to handle confidential material with integrity.
• Knowledge of Salvation Army terminology and procedures preferred.

Responsibilities

• Manage and oversee the daily operations of the Administration Office.
• Coordinate with department supervisors to maintain structure and continuity in the Administrator’s absence.
• Schedule appointments and meetings for the Administrator and notify attendees.
• Answer all incoming calls on both personal and Administrator’s lines, return phone calls, and monitor Administrator’s incoming email and calendar, acting as proxy as needed.
• Create and maintain filing systems in compliance with ARCC & Territorial Headquarters specifications.
• Attend Advisory Council and supervisory staff meetings; record, type, and distribute minutes.
• Gather and record statistical data accurately, ensuring timely reporting to Command.
• Process property and vehicle insurance claims.
• Maintain the guest calendar for Center apartments, notify appropriate supervisors, and ensure readiness of guest accommodations.
• Make necessary reservations for travel, including flights and hotels.
• Compose and distribute correspondence, memos, and thank-you letters.
• Process all purchases between departments and the Administrator for approval.
• Act as proxy for submitting and approving Finance Web items.
• Serve as backup to the Finance Clerk.
• Input data into BITS and maintain organized filing.
• Issue blank purchase request forms, maintain log of approvals, and file supporting documents.
• Sort and open mail per TSA policy; maintain the check/donation logbook.
• Process and transmit requisitions to ARCC in TSAMM.
• Track upkeep and manage property related issues.
• Receive and resolve customer complaints by coordinating with the appropriate directors/managers.
• Support publicity tasks and assist with organizing public events such as Good Turn Day and Salvation Army Day.
• Coordinate the Annual Sobriety Recognition Dinner, including planning, recordkeeping, communication, contracts, and program materials.
• Provide public relations support by engaging with donors and promoting ARC programs.
• Offer information and referral services for social service inquiries.
• Develop and distribute educational materials to raise public awareness of the ARC program.
• Maintain supplies of stationery and office materials; support departmental supply orders and vendor communications.
• Arrange shipping and printing services as needed; maintain a current list of vendors and procedures.
• Maintain confidentiality and adhere to TSA policies to protect program integrity.
• Assist the Administrator of Program with Auxiliary meetings, RSVPs, flyers, fundraising events, and other tasks as needed.
• Chair the 90-day and 150-day review boards to ensure beneficiary progress.
• Prepare Wednesday and Sunday Program Bulletins for chapel services.
• Other written or verbal duties as assigned by the Administrator or designate.

Skills

Microsoft Office 365

Written communication

Verbal communication

Organizational skills

Multitasking

Confidentiality

Office equipment

Communication skills

Education

High School Diploma

Associate’s Degree

Job description

Description

ABOUT THE ARC

The Salvation Army (TSA) Adult Rehabilitation Center (ARC) is a no-fee program to assist men & women in their journey to complete our rehabilitation program. We are grateful for the contributions our valued employees make toward the maintenance and effectiveness of the programs. The organization is indebted to and dependent on the diligence and devotion of its employees.

ABOUT OUR TEAM

Become part of the dedicated team at The Salvation Army! Together we can continue to serve and impact our local community, through the commitment to “Do The Most Good” at our Anaheim ARC, which supports the Adult Rehabilitation Program. This is an opportunity to promote a positive shopping/donor experience, enhance customer service, problem-solving, and teamwork skills while contributing to the success of our Program and its participants.

EMPLOYEE BENEFITS OFFERED

• Opportunity for career growth
• Paid time off
• Medical, Dental, and Vision
• Wellness Program Incentives
• Retirement Plan
• Optional benefits, including Pre-paid Legal Service, AFLAC, Pet Insurance
• Employee Assistance Program (EAP)
• Employee Store Discounts
• Great Work Perks Discounts (Amusement Parks, Museums, Services, and more!)

As our enthusiastic and hardworking Administrative Assistant, you will be responsible for (but not limited to):

• Manage and oversee the daily operations of the Administration Office.
• Coordinate with department supervisors to maintain structure and continuity in the Administrator’s absence.
• Schedule appointments and meetings for the Administrator and notify attendees.
• Answer all incoming calls on both personal and Administrator’s lines, return phone calls, and monitor Administrator’s incoming email and calendar, acting as proxy as needed.
• Create and maintain filing systems in compliance with ARCC & Territorial Headquarters specifications.
• Attend Advisory Council and supervisory staff meetings; responsible for recording, typing, and distributing minutes upon Administrator’s approval.
• Gather and record statistical data accurately, ensuring timely reporting to Command.
• Process property and vehicle insurance claims
• Maintain the guest calendar for Center apartments, notify appropriate supervisors, and ensure readiness of guest accommodations.
• Make necessary reservations for travel, including flights and hotels.
• Compose and distribute correspondence, memos, and thank-you letters.
• Process all purchases between departments and the Administrator for approval.
• Act as proxy for submitting and approving Finance Web items.
• Serve as backup to the Finance Clerk.
• Input data into BITS and maintain organized filing.
• Issue blank purchase request forms, maintain log of approvals, and file supporting documents (e.g., packing slips).
• Sort and open mail per TSA policy; maintain the check/donation logbook.
• Process and transmit requisitions to ARCC in TSAMM.
• Track upkeep and manage property related issues
• Receive and resolve customer complaints by coordinating with the appropriate directors/managers.
• Support publicity tasks and assist with organizing public events such as Good Turn Day and Salvation Army Day.
• Coordinate the Annual Sobriety Recognition Dinner, including planning, recordkeeping, communication, contracts, and program materials.
• Provide public relations support by engaging with donors and promoting ARC programs.
• Offer information and referral services for social service inquiries.
• Develop and distribute educational materials to raise public awareness of the ARC program.
• Maintain supplies of stationery and office materials; support departmental supply orders and vendor communications.
• Arrange shipping and printing services as needed; maintain a current list of vendors and procedures.
• Maintain confidentiality and adhere to TSA policies to protect program integrity.
• Assist the Administrator of Program with Auxiliary meetings, RSVPs, flyers, fundraising events, and other tasks as needed.
• Chair the 90-day and 150-day review boards to ensure beneficiary progress.
• Prepare Wednesday and Sunday Program Bulletins for chapel services.
• Other written or verbal duties as assigned by the Administrator or designate.

Qualifications to be considered for this position:

• High School Diploma required & Associate’s Degree (AA) preferred.
• Minimum two years of administrative or office experience.
• Proficient in Microsoft Office 365 (including Word, Excel, Outlook, and Teams).
• Able to operate basic office machines including computer, photocopier, scanner, calculator, and telephone.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks efficiently and professionally.
• Strong organizational skills and attention to detail.
• Demonstrated ability to handle confidential material with integrity.
• Knowledge of Salvation Army terminology and procedures preferred.

Pay Rate: $18.90 per hour

Schedule:

• Work schedules are determined by Management and employee must be flexible to always ensure adequate coverage.
• Full-time employees may be scheduled to work any shift including evenings, weekends, and holidays.

Qualifications

Education

Required

High School or Equivalent or better.

Experience

Required

2 years:

Professional related experience required

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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