Administrative Assistant

Job Opportunity at The Salvation Army

At The Salvation Army we honor the unique perspectives and contributions of every individual. We are dedicated to fair pay practices, ensuring equal compensation for equal work, regardless of gender, race, or other factors. Be part of something meaningful. Whether you're supporting those in need, assisting with disaster relief, or working in areas like finance or fundraising, each role offers a chance to make a lasting impact. If you're looking to align your career with your values, explore opportunities at The Salvation Army and help us create a brighter, more inclusive future for all.

Compensation Range : $29.20 to $39.51 / hr., based on experience.

Job Objective

This position assists with the efficient and effective operation of the Business Administration Section through complex administrative and clerical support. The position requires handling of confidential personnel and financial matters, adapting to frequent changes in priority of the workflow. While reporting to the BA, this position will directly support the Director of Investor Relations and Business Compliance (DIRBC) as a shared administrative assistant. This position functions with very little direct supervision.

Essential Functions

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of the position. Other job related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

• Compose correspondence for the Secretary for Business Administration (SFBA)
• Maintain SFBA's calendar and schedule appointments
• Answer phone and provide assistance to callers
• Prepare SFBA's monthly itinerary for Chief Secretary's office
• Arrange travel and housing for SFBA and DIRBC as needed
• Manage SFBA bring-up files
• Assist in the preparation and follow up of documents for the National Business Administration Conference as well as any commissions so assigned
• Assist with administrative tasks as needed for the Director of Investor Relations and Business Compliance DIR / BC
• Process incoming communications and determine proper distribution to Business Section staff, as appropriate
• Direct or complete items received in the USC Business mailbox that are time sensitive, require special handling or are high priority correspondence, particularly when related to matters of urgency or confidentiality for the Territorial Commander, Chief Secretary or SBA
• May be required to render decisions in unusual or priority situations, consulting with the SBA or DIR / BC, as necessary
• Proofreads, reformats and edits business correspondence prepared by Business Section department heads under the Chief Secretary's signature
• Compiles and organizes information and materials from internal and external sources, distributing items to department heads and commands as appropriate
• Distributes excerpts of Commissioners Conference minutes to appropriate Business Section departments, THQ departments as requested or appropriate
• Assist SBA in administration of personnel issues and practices :
• Maintain files for Section officers, department head and office staff employees vacation
• Remind BA of deadlines of ADP
• Maintain the Business Section listings in the Disposition of Forces annually or as needed
• Serve as a liaison for the SBA with Cabinet Secretaries, Commands Heads and Department Heads
• Coordinate distribution of correspondence related to highly confidential materials (BOT matters, law suits, Personnel matters, Insurance matters and contracts)
• Perform general clerical duties to include but not limited to : emails, photocopying, faxing, scanning, mailing, filing and retrieving corporate documents, records and reports, sharing in calendars as staff request meetings
• Process agenda items for various councils / committees from SBA and DIRBC
• Provide business section research as needed
• Receive revision and updates to Minutes from various Councils / Committees and process for Cabinet and Territorial Finance Council approval, including NHQ and release to the field once ratified
• Update the USC Minutes Database with new and revised minutes
• Inform Unit Commanders, Divisional Financial Secretaries and others of details regarding changes in the Minutes
• Maintain Minutes database historical records
• Compile and prepare Business Administration portion of the Territorial Commander's annual report or any National or International reviews as directed
• Assist in scheduling Portfolio Manager, Banking, Auditor and other vendor meetings for DIR / BC
• Assist DIR / BC in compiling Investment Advisory Board (IAB) meeting materials for distribution
• Assist DIR / BC in the completion of Territorial financing documents
• Assist DIR / BC in compiling Audit Advisory Council (AAC) meeting materials for distribution
• Liaison with THQ Legal to secure document review and signatures from the Treasurer (SBA) and Assistant Treasurer (DIR / BC)
• Attend and prepare minutes and follow up to SBA section meetings
• Performs other duties as assigned

Education & Certifications :

High School diploma or equivalent, Associate's Degree required, Bachelor's degree preferred

Experience :

Seven plus years of experience in a complex, executive office setting with an Associate's degree or five years of experience in a complex, executive office setting with a Bachelor's Degree. High level of confidentiality needed.

Skills :

Supervisory Responsibility : None. Is able to work and assign project duties to other SBA section staff on behalf of the SBA as needed.

Physical Requirements : The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the duties of this job. Physical requirements include : good speaking, hearing and vision ability, and excellent manual dexterity. Lifting, pulling, and pushing of materials up to 25 pounds. Requires bending, squatting, and walking. May stand for extended periods

Travel : None

Working Conditions : Work is performed in a typical office environment. Full-time position may require some weekend and evening work.

The Salvation Army is an Equal Opportunity Employer Minority / Female / Veterans / Disabled.