Part-time Administrative Assistant

The Salvation Army USA; Charlotte (NC); On-site; USD 35,000 - 50,000; Full time

Job summary

The Salvation Army seeks an Administrative Support professional to assist with a variety of clerical tasks. The position involves document preparation, meeting coordination, and maintaining efficient office operations. Ideal candidates will have strong organizational and communication skills, with a high school diploma and relevant experience in an administrative role.

Qualifications

• Four years of progressively responsible experience performing administrative work.
• Ability to maintain confidentiality.
• Ability to prioritize multiple tasks.

Responsibilities

• Performs various clerical support tasks including typing, filing, and handling correspondence.
• Prepares reports and documents, ensuring accuracy and completeness.
• Maintains organized logs and office records efficiently.

Skills

Attention to detail

Interpersonal skills

Organizational skills

Communication skills

Education

High school diploma or G.E.D.

Job description

Location: Charlotte Area Command – Charlotte, NC

About this opportunity:

Performs a variety of clerical support work, including routine typing, filing, and photocopying of recurring correspondence, forms, lists, logs, records, etc.; answers the telephone and provides general information regarding the department operations and/or services; processes incoming and outgoing mail. Relieves administrative level officer of administrative detail and administration operations, functions, and duties; performs advanced, complex, and often confidential administrative work with a broad scope of responsibilities; prepares advanced and technical reports and spreadsheets from start to finish; prepares statistical reports; assists with general Corps program planning; coordinates information and arrangements for meetings and seminars; responds to inquiries regarding departmental operations and ensures the office runs smoothly while the supervisor is absent.

Essential Functions:

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Composes prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, contracts, agreements, resolutions, programs, newsletters, statistics, budgets, invoices, legacy or other legal documents, notices, bulletins, agendas, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

Performs varied and/or routine administrative duties for the administrative office; prepares or assists in preparing statistical reports related to Corps programs; assists in establishing general policy and mission for Corps programs; assists with the administrative detail of designing, overseeing, and evaluating Corps programs.

Coordinates and processes a wide range of administrative responsibilities associated with the preparation and administration of Salvation Army conferences, councils, camps, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; may attend a conference to provide administrative support and to ensure that arrangements are in order before, during and after the event.

Prepares, maintains, and updates office records, documents, logs, lists, files, purchase orders, etc.; inputs and updates information in a computer database; researches office files to locate specific information found in documents, correspondence, lists, forms, computer records, etc.

Performs routine filing and retrieving of a variety of correspondence, forms, cards, records, reports, and documents; sorts and files documents alphabetically, numerically, or by any other established filing system; maintains and utilizes a bring-up filing system; ensures the files are maintained in an organized and efficient manner.

Maintains all vehicle logs files including the schedule of all fleet. Assure proper signing in and out of all vehicles.

Answers telephone courteously and tactfully; assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the department's operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.

Answers the telephone and transfers calls to the appropriate destination; responds to callers' questions and provides accurate information.

Records accurate and complete messages; ensures the timely and accurate distribution of messages through telephone and/or E-mail.

Receives, greets, and announces visitors courteously and tactfully.

Notifies proper individuals when visitors or clients have arrived; ensures that visitors and clients have signed in and gives them a badge.

Receives and prepares receipts for donations, packages, express mail, and items delivered to the lobby; notifies proper individuals of item arrival by telephone and delivers to the appropriate office.

Makes various announcements over the intercom such as car lights being left on in the parking lot or announcements for donations.

Maintains the neatness of the reception area.

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.

Distributes general information regarding The Salvation Army's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.

Serves as a liaison for other departments and/or other divisions seeking information or services from the department head; responds to questions, researches, and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness, and timeliness to all information provided; maintains the confidential nature of the position.

Types, distributes, and files purchase orders for office supplies and equipment.

Receives, sorts, and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.

Obtains and applies correct labels to items to be mailed; distributes information regarding The Salvation Army's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.

Orders office supplies, promotional items, gifts, and publications and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and other special items required for the office operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

May perform various bulk-mail activities; count and sort items to be mailed at bulk rate; obtain and apply correct labels to items to be mailed.

Assists other department personnel in performing receptionist and clerical activities. May perform special projects as assigned.

Performs other related work as required.

Materials and Equipment

Computer Office Equipment Postage Machine

Knowledge, Skills, and Abilities

Knowledge of general office practices and procedures.

Knowledge of effective and efficient recordkeeping practices and procedures.

Knowledge of interpersonal relations and business communications both oral and written. Knowledge of The Salvation Army's mission and philosophy.

Ability to learn the broad scope of department operations and services to serve as an information resource and to provide assistance in a timely and effective manner.

Ability to work on multiple projects effectively and efficiently at the same time without becoming frustrated or disorganized.

Ability to gather, compile, and assemble information into a final product for letters, records, reports, etc.

Ability to plan, organize, and prioritize work to accomplish work in compliance with quality standards and deadlines.

Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision.

Ability to prepare spreadsheets and maintain computer databases.

Ability to maintain an efficient and organized filing system to ensure that items can be retrieved promptly.

Ability to build and maintain effective and professional relationships with employees at Area Command and Divisional Headquarters.

Ability to maintain the confidential nature of the department.

Ability to serve as a lead worker to clerical personnel including assigning and monitoring work for accuracy and completeness.

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language. Ability to perform routine mathematical computations.

Ability to keypunch information into a computer.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, computer, and adding machine.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.

Ability to work well under the pressure of deadlines.

Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.

Ability to follow instructions and work independently with limited supervision.

Education and Experience

High school diploma or G.E.D., and

Four years of progressively responsible experience performing administrative work in a general office, or

Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities.

Physical Requirements/Working Conditions

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lbs.) 5-10% of work time.

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.

We appreciate your interest in employment opportunities with The Salvation Army!