Administrative Assistant to the DSB (Divisional Headquarters)

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.

Starting Pay: $40,000.00

Job Description:

As the Administrative Assistant to the Divisional Secretary of Business you will support the Business Department (Finance, Property, Audit, I.T.) ensuring that the Mission of The Salvation Army is effectively carried out.

What You Will Do:

• Administer Teams and TSAMM business support including DFB agenda, access permissions, assigning items to correct DHQ departments for approvals before DFB, submitting to THQ when necessary, answering questions about procedures.
• Maintain the schedule for the DSB, set appointments and provide reminders and updates.
• Assist the DSB in preparation for meetings, reports, and other schedule
• Prepare Bank Authorizations for Divisional headquarters, Service Extension and Corps locations.
• Maintain Corps Finance books and budget files for the department and auditors.
• Maintain records for insurance claims.
• Maintain records for divisional vehicle mileage and maintenance logs.
• Maintain DOT driver and vehicle federal compliance including creating driver and vehicle files, working with Corps to get necessary renewable/maintenance items to stay in compliance, and documenting any reported DOT related accidents.
• Maintain yearly Divisional vehicle registration renewals and check requests for payment for all Salvation Army Indiana Vehicles. Contact for Indiana BMV regarding TSA Indiana vehicles. Maintains the BMV file online for TSA Indiana vehicles.
• Maintain Divisional property and Vehicle Title inventories
• Distribute the trust ledgers to the Corps and Provide correspondence to Corps Officers.
• Update business-related tax forms annually, place forms on Teams and or shared drive.
• Apply for Indiana Sales Tax Exemption certificates (NP-1) from the DOR website for the individual vendors for all Corps/DHQ/THQ, send out to the requestor and upload into Teams.
• Maintain Finance Department retention files and organizes the destruction of documents for DHQ including scheduling and coordination of all boxes to be destroyed with the shred facility, EDS and DHQ. Organizes the Corps boxes and sends them with the Corps Officers to store and/or destroy after labeling the boxes with correct shred dates or marks as permanent files.
• Process and distributes departmental mail.
• Prepare credit applications.
• Prepare check request for the Business Department and DSB reimbursements.
• Assist Property and IT Departments as needed with preparing record clean up, DFB agenda items and yearly tax documents.
• Primary General Fund and back-up City Fund scanner for CDS checks, upload CDS deposit reports into Teams for Corps from the full Finance report.
• Other tasks as assigned by leadership.

Minimum Qualifications: The requirements listed below are representative of the minimal education, experience, skills, and/or abilities required for this position.

Education: High School Diploma or equivalent

Background Checks: Position requires a background check to be completed, and all background check results will be reviewed.

Experience: Position requires experience in similar job-related fields.

Certifications: Must have a valid driver's license and maintain The Salvation Army Driver's qualification standard; must complete Safe From Harm training within the first 90 days of employment.

Skills/Abilities:

• Able to speak, write and understand English in a manner sufficient for effective communication with leadership, field personnel, and clientele
• Computer proficiency with Microsoft products and ability to learn electronic reporting systems
• High level of organizational abilities

Supervisory Responsibility: No supervisory responsibilities

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 essential functions 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
• May require bending, squatting, walking
• May require standing for extended periods

Travel: Minimal travel required

Working Conditions: Work is performed in a (office, warehouse, medical facility, church) environment; may require some weekend and evening work; some remote work possible with approval.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.

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.