Administrative Assistant II

The Salvation Army; New Jersey; On-site; USD 35,000 - 46,000; Full time

Job summary

The Salvation Army is seeking an Administrative Assistant to provide office support to the Kroc Center Associate Administrator in New Jersey. Responsibilities include answering phones, greeting visitors, preparing documents, and maintaining calendars.

During peak seasons, you may supervise temporary staff and assist with seasonal programs. Requirements include a high school diploma and 3–5 years of administrative experience, strong Microsoft Office skills, and excellent communication and

Qualifications

• High School diploma or equivalent.
• Three to five years of administrative office experience.
• Proficient with Microsoft Office applications and basic office equipment.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.

Responsibilities

• Answer and direct calls to appropriate parties or take detailed messages.
• Greet and assist visitors and provide information.
• Assist in Seasonal activities and events setup/cleanup.
• Maintain accurate client intake data and filing systems.
• Prepare correspondence and documents using Microsoft Office.

Skills

Organization

Written and verbal communication

Discretion / confidentiality

Microsoft Office

Education

High School diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Visio

Microsoft Teams

Job description

Overview

The Administrative Assistant will provide office support to the Kroc Center Associate Administrator. Essential duties will include answering/redirecting phone calls, completing office forms, typing meeting minutes, preparing correspondence, receiving visitors, maintaining calendars, and scheduling meetings. During the Christmas Season, the Administrative Assistant will assist the Kroc Center Associate Administrator in all Christmas activities and programs. The Administrative Assistant may also train and supervise other temporary/seasonal clerical staff during peak programming seasons, such as Christmas.

Responsibilities

The duties listed below are the primary duties of this position but are not all the required duties. The Salvation Army reserves the right to change, reduce, or expand the duties of this position at any time. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this role.

Specifically, the primary duties are:

• Answer and direct calls to appropriate parties or take detailed messages. As directed, return phone messages, or make phone calls on behalf of the Kroc Center Administrator.
• Greet and assist visitors and guests and provide information as needed, referring and redirecting guests and visitors to other areas of the Kroc Center.
• Assist in client service during Seasonal activities, including the daily setup and clean-up of the space.
• Transport, unpack, and organize seasonal donations for distribution.
• Maintain the accuracy and organization of client intake data using Excel, Word, Access, and PowerPoint.
• Perform general office duties, such as printing signs, laminating, ordering supplies, and assisting the Kroc Center Administrators with various tasks.
• Assist in the setup and breakdown of seasonal staff events and other seasonal events, as needed.
• Maintain an active and up-to-date knowledge of all programs and activities in the Center, as well as a firm understanding of relevant programs in the local community.
• File and retrieve documents, records, and reports, creating appropriate filing systems to help maintain information in an organized manner.
• Open, sort, and distribute mail. Receive and store Amazon packages as needed.
• Prepare correspondence, reports, memos, letters, and other documents using Microsoft Office applications.
• Conduct research and compile data as requested.
• Maintain contact information in a digital medium, periodically requesting and updating contact information for board, committee members, and clients.
• Assist in surveying clients as a follow-up strategy for post-seasonal distribution.
• Monitor, place orders, and restock office supplies for the Administration department.
• Input receipts and vouchers into the accounting system.
• Other duties within the scope of the role as assigned by supervisors.

Qualifications

• High School degree or equivalent.
• Three (3) to five (5) years of work experience in an administrative office setting.
• Ability to recognize and maintain confidentiality and use discretion when sharing information.
• Excellent written and verbal communication skills.
• Demonstrable organizational skills with above-average attention to detail.
• Proficient in all Microsoft Office applications (Word, Excel, Visio, PowerPoint, Teams).
• Ability to handle telephone calls professionally, communicate clearly, and take accurate and complete messages.
• Ability to operate essential office equipment including but not limited to computers, printers, copiers, fax, etc.
• Must understand and support The Salvation Army’s mission as a church and a social services organization.