Administrative Assistant

THE SALVATION ARMY

NORTH AND CENTRAL ILLINLOIS DIVISION

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant

LOCATION/DEPT.: Rockford Temple Corps

REPORTS TO: Corps Officer

PEOPLE MANAGER: No

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

PAY GRADE: 402

PAY RANGE: $15.75 - $18.90

WHO WE ARE

At The Salvation Army, we are dedicated to "Doing the Most Good". We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for kids after school and on the weekends, achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

The Administrative Assistant provides comprehensive and confidential administrative support to the Corps Officer and County Coordinator Officer. Supports and enables senior leadership to advance the organization's missions and goals. Coordinates efficient execution of administrative duties to achieve objectives and maintain excellence.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provide administrative support, managing information, resources and staff as assigned.
2. Schedule, coordinate, and attend both internal and external meetings in support of Leadership team members as requested.
3. Maintain the Officers' calendars, SharePoint calendars including church calendars and room and vehicle reservations.
4. Coordinate Advisory Council and Director's team meetings and provide support with agendas and minutes.
5. Research/schedule travel arrangements for team members as requested.
6. Prepare packets, reports and documents for meetings, programs, and activities as requested by the Officers.
7. Prepare expense reports and associated receipts and documents.
8. Prepare documents, letters, and digital assets for worship services, and other special events.
9. Manages congregation software/database.
10. Assure proper resources are assigned to maintain cleanliness of administrative work and conference spaces.
11. Oversee upkeep (including supplies) and maintenance on resource room equipment, including copiers, laminator, postage machine, etc.
12. Assign and manage proper handling of all postage services, both incoming and outgoing, including distribution and collection.
13. Train staff on new programs/office tools to ensure efficiency throughout the corps.
14. Exhibit professional behavior, maintaining a high level of confidentiality in all areas, and always promote a positive and professional working relationship with the public, business community, and The Salvation Army Officers and staff.
15. Driving is an essential role of the position.
16. All other duties as assigned.

OTHER DUTIES

• This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

• Education: High School diploma or GED equivalent.
• Experience: 2 years' experience in an administrative assistant or secretarial position.
• Experience with a computer-based work environment and an excellent working knowledge of Word, excel, Microsoft, Gloo App, CMS, internet, etc.

Skills/Abilities

• A demonstrated ability to manage projects, priorities and programs in a constantly changing environment.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• Driving is essential.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.

COMPETENCIES

• Excellent organizational, verbal, writing, and proofreading skills
• Knowledge and experience in Windows 365, Canva, SharePoint, Gloo app and church presentation software preferred.
• English proficiency required; Spanish language helpful.
• Ability to articulate thoughts and ideas effectively.
• Exceptional flexibility and ability to work on multiple projects or tasks simultaneously.
• Attention to detail, creative problem-solving, and conflict resolution skills.
• Demonstrated ability to handle confidential matters.
• Support the mission of The Salvation Army

REPORTING RELATIONSHIPS

• This position reports to the Corps Officer.
• In contacts related to this position's duties, this individual acts as a representative of the Army and its mission.

PERFORMANCE MEASURES

• This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy, and completeness of accomplishing assigned goals.

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Corps Officer informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

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.