Administrative Aide/Asst-11-160-SC/Santa Monica Corps

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.

Position Summary

Administrative Assistant Responsibilities:

Works under direct supervision of the Corps Officer(s) and also works in close coordination with DHQ Finance for the daily responsibility of processing Accounts Payable, Accounts Receivable and all cash receipting for the Corps. Coordinates directly with DHQ Finance on all related processing. Responsible for filing and data management. Responsible for safeguarding of income in accordance with Divisional cash handling policies. Prepares deposits and processes incoming mail in coordination with the Corps Officer. Additional responsibilities include phone and mail correspondence and ordering supplies. Provides general administrative support to the functions of Corps Administration as needed. Processes payroll for employees.

Program Assistant Responsibilities:

Works under direct supervision of the Corps Officer(s) and Corps Assistant to assist with preparing, planning and implementing Corps programming (men/women/youth) and outreach initiatives. Manages volunteer base through Volunteer Management program and coordinates onsite volunteer experience.

Essential Functions

Administrative Assistant Responsibilities:

• Conducts all business and finance support tasks, maintains files and records in accordance to TSA policy.
• Provide fiscal support by:
• Processing cash receivable and cash receipting for Corp
• Preparing deposits to multiple Corps accounts (operational, custodial, etc.)
• Processing all Corps invoices to include: account coding, receipts/statements, etc.
• Ensures tithes and offering data into Corps Stewardship program on weekly basis
• Enters daily, weekly, monthly stats into relevant tracking software
• Enter monthly statistical information into NSS reporting system
• Responsible for ordering office supplies and scheduling maintenance of office equipment (Xerox, Fax, etc.)
• Assists with general Corps and office administration including:
• Employee, volunteer, and all other file maintenance
• Copying, faxing, scanning documents, distributing mail
• Answering and directing phone calls, respond to general line voicemails
• Process payroll through Ultipro system for all Corps employees
• Process TSAMM agenda items and assist in securing proper paperwork and vendor bids.

Program Assistant Responsibilities:

• Manage volunteer base through Volunteer Management program
• Update volunteer opportunities in Volunteer Management for web-reservation
• Facilitate onsite volunteer experience
• Assist in oversight of daily volunteer activity
• Assist with planning, coordinating, and implementing Corps programming (men/women/youth/seasonal) and outreach initiatives
• Assist with Summer and Special Camp/Retreat registrations
• Assist with Seasonal Assistance Programs
• Attends staff and program related meetings. Works with the Corps Officer in planning, coordinating, and implementing other special projects and programs

These duties may be changed in part or in full at any time at the Corps Officer's discretion, or as required because of program changes or needs.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 25 lbs.

Minimum Qualifications

• High School diploma or equivalent
• Bachelor's Degree Preferred
• Demonstrates aptitude in assigned tasks
• Able to pass a Dept. of Justice background check IAW State Childcare Licensing
• Willing and able to maintain confidential information in accordance with Salvation Army and industry standards

Skills, Knowledge & Abilities

• Computer literate with a working knowledge of Microsoft Office Suite
• Able to learn new web-based programs required for job (AP Workflow, Corps Management, Volunteer Management, Outlook, Office 365, etc.)
• Takes direction and instruction positively
• Ability to email, fax, operate copy/print/scan machine
• Ability to work harmoniously with supervisors, coworkers
• Excellent writing and verbal communication skills
• Excellent organizational and planning skills
• Has high ethics and integrity