Administrative Coordinator for Community Services

The Salvation Army USA Western Territory; Anaheim (CA); On-site; USD 21,000 - 31,000; Full time

Benefits offered by this job

Career growth

Paid time off

Medical, Dental, Vision

Wellness program incentives

Retirement plan

EAP

Job summary

The Salvation Army USA Western Territory’s Anaheim ARC is seeking an Administrative Assistant to manage daily administrative operations, coordinate with supervisors, schedule meetings, handle calls and correspondence, and maintain filing and records. The role requires a High School Diploma, 2 years of admin experience, and Microsoft Office 365 proficiency.

The position supports programs and donor relations in a faith-based community.

Qualifications

• High School Diploma required; AA preferred.
• Minimum two years of administrative or office experience.
• Proficient in Microsoft Office 365 (Word, Excel, Outlook, and Teams).
• Able to operate basic office machines including computer, photocopier, scanner, calculator, and telephone.
• Excellent written and verbal communication skills.
• 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 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.

Skills

Microsoft Office 365 proficiency

Strong organizational skills

Excellent written & verbal comms

Multitasking ability

Confidentiality handling

Education

High School Diploma

AA preferred

Tools

Photocopier

Scanner

Calculator

Telephone

Job description

The Salvation Army USA Western Territory’s Anaheim ARC is seeking an Administrative Assistant to manage daily administrative operations, coordinate with supervisors, schedule meetings, handle calls and correspondence, and maintain filing and records. The role requires a High School Diploma, 2 years of admin experience, and Microsoft Office 365 proficiency.

The position supports programs and donor relations in a faith-based community.