Administrative Assistant - The Salvation Army Hilo Temple Corp, Full time

The Salvation Army Southern California; Hilo (HI); On-site; USD 35,000 - 50,000; Full time

Job summary

A Community Organization in Hilo is seeking an Administrative Assistant to provide essential administrative support to the leadership and case management teams. The role involves managing communication, processing invoices, and maintaining filing systems. Ideal candidates will have a bachelor’s degree, strong computer skills, and excellent interpersonal abilities. This position is full-time and requires a commitment to confidentiality and ethical standards.

Qualifications

• Required: A bachelor’s degree or equivalent combination of education and experience.
• Detail oriented and quick to respond.
• Excellent communication skills both written and verbal.

Responsibilities

• Provide administrative support to leadership team.
• Maintain workflow by processing invoices and data.
• Prepare and coordinate data reports.

Skills

Strong PC skills (Microsoft Suite)

Strong database skills (WellSky and HMIS)

Excellent interpersonal communication skills

Detail oriented

Ability to prioritize workflow

Education

Bachelor’s degree or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Administrative Assistant - The Salvation Army Hilo Temple Corp, Full time

Join to apply for the Administrative Assistant - The Salvation Army Hilo Temple Corp, Full time role at The Salvation Army Southern California

Department: Hilo Corps

Position Title: Administrative Assistant

Reports to: Program Director

FLSA Status: Non- Exempt

Date: February 2024

General Statement

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

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 love for God. Its mission is to preach the Gospel of Jesus Christ and meet human needs in His name without discrimination.

Job Summary

The Salvation Army is seeking an administrative assistant that provides administrative support to the unit leadership team and case management team. This position is the first point of contact for administrative needs for the day-to-day operations of the Hilo Corps Shelter/Tiny Homes. This position will liaise and maintain strong, effective communication with clients and internal and external members with various organizations/funding sources/stakeholders.

Duties And Responsibilities

• Able to maintain workflow of the shelter by processing invoices/reporting procedures to keep data on WellSky and HMIS, as needed and appropriate.
• Coordinating and preparing data reports.
• Maintaining hardcopy/softcopy filing for Shelter/Tiny Homes.
• Open, sort, and distribute incoming correspondence.
• Prepare/modify documents related to shelter.
• Perform general office duties, such as ordering supplies, answering phone calls, maintaining records, managing database systems, and performing basic bookkeeping work.
• Complete required trainings: The Salvation Army Driver Training, Protecting the Mission Training, Pathway of Hope Training, HIPAA Compliance Training, HMIS and WellSky databases.

Qualification And Education Requirements

• Required: A bachelor’s degree or equivalent combination of education and experience
• Strong PC skills (Microsoft Suite)
• Strong database skills (WellSky and HMIS)
• Detail oriented and quick to respond
• Excellent interpersonal, written, and oral communication skills
• Able to prioritize workflow
• High standards of ethics and confidentiality to handle sensitive information
• Knowledge and skill in trauma informed care

Additional Knowledge, Skills, And Abilities Required

• Excellent communication skills both written and verbal, ability to make public presentations, ability to manage databases and administer complex systems, and follow program policies
• Able to walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
• Able to grasp, push, pull, and reach overhead
• Ability to operate telephone and lift to 25 pounds
• Ability to access and produce information from the computer; understand written information
• Qualified individuals must be able to perform the essential duties of the position with or without accommodation
• Requests to modify or adjust these requirements may be made to your supervisor and HR

Software-related Skills

Microsoft Word and Excel, and email required. Working knowledge of integrated database applications and ability to use new software programs with basic training.

Mental Demands

• Work well under stressful conditions
• Able to interact with others with courtesy, respect, and tact
• Work in an organized and efficient manner to complete projects on schedule
• Able to perform job functions with attention to detail, speed, and accuracy
• Able to respond to crisis situations calmly and effectively
• Able to exercise good judgment and suggest means or methods to accomplish tasks with greater efficiency or cost savings
• Able to maintain confidentiality

Communication Demands

This position requires the ability to interact with co-workers and the public in a positive, professional manner in conformity with TSA’s mission statement. The position also requires the ability to work with people of diverse backgrounds and circumstances.

The position requires written communication to and from co-workers, clients, vendors, contractors; talking on the telephone; requires responding to written or verbal requests of co-workers, clients, vendors, and contractors; requires training/giving verbal and written instructions; requires receiving verbal and written instructions; requires writing/composing written language; requires reading; requires communication via the latest technologies.

Physical Requirements

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or continuous basis. Ability to grasp, push, pull, and reach overhead. Ability to operate telephone. Ability to lift to 25 pounds. Ability to access and produce information from the computer. Ability to understand written information. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A request to modify or adjust these requirements may be made to your supervisor and HR. The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and presents no undue hardship.

Equipment Familiarity

This position requires use of office equipment such as computers, photocopiers, scanners, calculators, etc.

Description Of Work Environment

Most of the work will be indoors at Hilo Shelter/Tiny Homes unit. Attendance at trainings in Hawaii may be required.

Certification & Licenses

Valid Hawaii drivers’ license, preferred.

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.

Acknowledgement Of Religious Purposes Of The Salvation Army

I have been informed and understand The Salvation Army's religious purpose and status as a church. In my employ, I will not undermine the religious mission or religious purposes of the organization, nor will my professional conduct conflict with, interfere with, or undermine its religious programs or religious purposes.

Statement Of Confidentiality

The Shelter Administrative Assistant occupies a position of trust and is expected to maintain confidentiality and exhibit loyalty to The Salvation Army and the staff of the Hilo Shelter/Tiny Homes and the Hawai’ian and Pacific Islands Division in all job-related matters.

Employment At Will

Employees of The Salvation Army are considered employees at will. This means that the employment arrangement between the employee and The Salvation Army may be terminated by the employee or by The Salvation Army at any time with or without cause. No Salvation Army representative may change the at will employment relationship through oral or written promises.