Senior Administrative Assistant to the Territorial Social Services Director and Social Services Office Manager

DEPARTMENT: Social Services

POSITION TITLE: Senior Administrative Assistant to the TSSD and Social Services Office Manager

STATUS: Full-Time, Non-Exempt

PAY RATE: $26-$31/hour

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 love for God. Its mission is to preach the gospel of Jesus Christ and meet human needs in his name without discrimination.

EDUCATION AND WORK EXPERIENCE:

* Minimum five (5) years of experience as Secretary or Administrative Assistant
* Excellent communication and interpersonal skills
* Excellent organizational skills and attention to detail
* Excellent time management skills
* Ability to manage multiple tasks, prioritize and work under pressure
* Initiative taker with strong work ethic
* Team player with ability to work with minimal supervision
* Professional appearance

KNOWLEDGE, SKILLS AND ABILITIES:

* Knowledge of Salvation Army policies and procedures desirable
* Experience with The Salvation Army Mission Manager for TPC Meeting Manager (preferred)
* Experience with The Salvation Army Mission Manager for Grants and Contracts (preferred)
* Proficient in Microsoft software (Word, Excel, PowerPoint)
* Typing - 60 wpm | Grammar test - 85% accuracy | Spelling test - 90% accuracy
* Ability to operate office equipment including personal computers, copiers, scanners, phone and voicemail system
* Ability to manage and provide direction to staff
* Ability to help coordinate department events
* Ability to communicate and interface effectively with internal and external personnel
* Ability to create and maintain a working filing system
* Ability to keep information confidential

SCOPE OF POSITION:

Provide administrative and secretarial assistance to the Territorial Social Services Director (TSSD), and, when requested by the TSSD, the Territorial Director of Social Services Training and Development. Support the TSSD in managing the administrative flow of the department, monitoring office staff, and keeping the department head informed of issues requiring attention.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Perform office duties including typing correspondence, making copies, maintaining filing system, answering, or redirecting phone calls, sorting and distributing mail.
2. Review and follow up on the TSSD's correspondence and deadlines.
3. Assist the TSSD in preparing material for classes and/or seminars (PowerPoint presentations, handouts, exams, etc.)
4. Create department documents in Word, Excel, and PowerPoint as requested.
5. Maintain and coordinate department calendar of all Social Services staff.
6. Make meeting arrangements (room reservations, cancellations, etc.) for the Territorial Social Services Director.
7. Schedule weekly/monthly department meetings, prepare agenda and take minutes.
8. Prepare correspondence for the TSSD, to THQ Departments, Divisional Social Services Directors, Program Secretaries and Divisional Commanders, and follow up as needed.
9. Process invoices, corporate card charges and reimbursements in Finance Web.
10. Work with the Personnel Department and Statistician to keep and maintain an accurate list of social services programs throughout the territory.
11. Prepare and send correspondence from NHQ to the field, as appropriate.
12. Schedule the monthly Divisional Social Services Directors' meetings.
13. Call for agenda items and prepare meeting agenda and minutes for the Divisional Social Services Directors' monthly meetings.
14. Prepare Chief Secretary's Quarterly Reports, Territorial Commanders and IHQ Annual Reports.
15. Assist the Program Dept and IHQ with updating the Yearbook.
16. Assist the TSSD in the coordination of the National Social Services' Conferences, including but not limited to correspondence, processing approval of awards, registration of participants and delegates, etc.
17. Responsible for the planning and execution of the Social Services Roundtable, Councils, and other events.
18. Secure venues and contracts, coordinate delegate registration, meal selection, logistics, etc.
19. Complete National Social Services Commission agenda and minutes as assigned.
20. Review incoming Territorial Program Council (TPC) agenda items making sure required documentation is received.
21. Prepare TPC agenda for each meeting, including all necessary updates to the agenda through TSAMM and distribute agendas to Council members in a timely manner.
22. Finalize the meeting in TSAMM and distribute Program Council recommendations following each meeting.
23. Distribute Board approved TPC minutes to Personnel, IT, Legal and Statistics departments.
24. Prepare and distribute the quarterly TPC meeting dates and deadlines to the field (THQ Boards and Councils Meeting Dates).
25. Prepare and send reports as requested to THQ Departments, Divisional Social Services Directors, Program Secretaries and Divisional Commanders.
26. Prepare and revise the Divisional Program Council membership lists on a yearly basis and follow up with the divisions if not received in a timely manner.
27. Respond to inquiries from the field to research Program Council approvals in the Legacy Board and make copies as needed.
28. Plan and make arrangements for department events.
29. Ordering office supplies and IT equipment for the department.
30. Review New Frontier and Caring publications regularly to identify programs or individuals that should be acknowledged with a thank-you card and share relevant articles to DSSDs in Teams.
31. Monitor the Information from NHQ communications, identify important updates or articles, and share them promptly to DSSDs in Teams.
32. Other duties as assigned by the TSSS.

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship would result.

* Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
* Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead.
* Ability to operate telephone.
* Ability to operate a desktop or laptop computer.
* Ability to lift up to 25 lbs. (usually file boxes).
* Ability to access and produce information from a computer.
* Ability to understand written information.

REPORTS TO: TERRITORIAL SOCIAL SERVICES DIRECTOR