Office Assistance (Full-Time) DDS Dept

The Salvation Army USA Eastern Territory; New York (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

The Salvation Army USA Eastern Territory is seeking an administrative assistant to support the DDS department in New York. The role requires precise data entry, report preparation, and filing, with responsibilities spanning billing, records management, and vendor interaction.

Applicants should have an associate degree and at least 2 years of business/administrative experience, strong MS Office skills, and a customer-focused approach in a fast-paced setting.

Qualifications

• Minimum Associate Degree with 2 years of business/administrative training or experience.
• Proficient in MS Word, Excel, PowerPoint, and Outlook; accurate typing 40 wpm.
• Bilingual preferred.
• Pleasant telephone manner and attention to detail.
• Ability to work in a fast-paced environment with a positive demeanor.
• Excellent organizational, time management, and interpersonal skills.
• People skills with customer service experience.
• Respect and consideration for individuals served.

Responsibilities

• Answers phones and takes messages.
• Types and prepares reports, meeting minutes, and plans for DDS leadership.
• Performs typing and clerical tasks for DDS.
• Completes research for necessary information for programs.
• Monitors office supplies and orders as needed.
• Maintains ledgers and records per agency regulations.
• Checks documents for accuracy before Social Services Administration submission.
• Submits program requests for approval to SSA.
• Communicates errors to program staff and resubmits requests.
• Keeps records of documents processed through DDS.
• Submits financial and statistical reports as requested.
• Attends meetings related to fiscal matters.
• Performs data entry, filing, and mail distribution.
• Handles billing by processing check requests and interacting with vendors.

Skills

Bilingual

Detail oriented

Customer service

Time management

Interpersonal skills

Education

Associate Degree

Tools

MS Word

MS Excel

PowerPoint

Outlook

Job description

Responsibilities

• Answers phones and take messages.
• Types and prepares reports, meeting minutes and plans requested by the Operational Manager and/or Director of DDS.
• Performs typing and clerical needs for the DDS Department.
• Completes research for necessary information needed for the programs.
• Monitors office supplies and equipment and orders supplies as needed.
• Maintains accurate ledgers according to agency regulations on expenses and contributions submitted from the programs.
• Check all submitted documents and requests for accuracy and requirements prior to submitting them to Social Services Administration for approval.
• Submits program requests for approval to Social Services Administration.
• Communicates to program staff when inaccuracies have been identified and monitors resubmission of such requests.
• Keeps records of all documents processed through the DDS Department.
• Submits all financial and statistical reports as requested by the Operational Manager.
• Attends all meetings relevant to fiscal matters as assigned by the Operational Manager and/or Director of DDS.
• Performs clerical functions for multiple programs, including data entry, filling, and distributing mail.
• Handles billing matters by processing check requests, interacts with vendors, and maintains petty cash.
• Establishes, maintains files, records according to agency regulations which include staff time sheets.
• Manage office petty cash and submit receipt weekly.
• Work with external vendors to obtain outstanding invoices.
• Supervise and train volunteers to ensure compliance with agency standards.
• Contact vendors for pricing and prepare appropriate requests for payment as needed.
• Set up prospective candidate(S) for interviews for all senior staff openings.
• Complete weekly meeting with the Operational Manager for update on department.
• Gathers employee time sheets weekly, secures department head approval and remits to payroll.
• Attends meetings, Seminars and job fairs as assigned by the Operational Manager and/or Director of DDS.
• Sweeps and mops to maintain a neat and organized environment in the DDS office.
• Request follows up and submit with all programs and Maintenance Supervisor on their credit card receipts related to the DDS program.
• Keep record of supplies within the DDS offices and report all deficiencies.
• The essential functions for the job include, but are not limited to, the duties in the job description.
• Awareness of and sensitivity to cultural and socioeconomic characteristics of persons and population served.

Qualifications

• Minimum Associate Degree, with 2 years of business/administrative training or experience.
• Computer literate with knowledge of MS Word, Excel, PowerPoint, & Outlook. Accurate typing skills (Min. 40wpm)
• Bilingual preferred
• Have a pleasant telephone manner and attention to detail.
• The ability to work in a fast-paced environment while maintaining a positive demeaner.
• Excellent organizational, time management, and interpersonal skills.
• Must have people skills with experience working in customer service.
• Has respect and consideration for the individuals being served.