The Salvation Army

Administrative Assistant

US-OH-Cincinnati
Job ID
2017-4024
Category
Administrative
Type
Regular Full-Time

Overview

                                             

REPORTS TO:    Divisional Youth Secretary and Divisional Candidates’ Secretary (DYS & DCS)

 

SUPERVISES:    Summer camp staff as assigned                              

 

STATUS:             Non-Exempt                                             

 

SCHEDULE:     Regular Work hours: Monday through Friday from 8:30 A.M. until 4:00 P.M. with scheduled breaks.  Summer work location is Camp SWONEKY (May-August)

 

FUNCTION:   The Administrative Assistant to the Divisional Youth and Candidates’ Secretary processes divisional loans, scholarships, youth activities, registrations, candidate files and troop information. Employee communicates to Corps Officers, candidates, the Territorial Youth Department and Candidates Department.  Employee is responsible for all paperwork for campers and staff at Camp SWONEKY. Employee assists in the USDA summer food program and provides necessary documentation for financial reports.  Employee is a vital member of the Youth Department team.

Responsibilities

Youth Department

  1. Proficient in all office and computer equipment
  2. Receive and distribute all ingoing and outgoing mail
  3. Maintain an office supply inventory and order accordingly
  4. Establish and maintain files
  5. Assist in communicating information via email, phone calls and letters as directed by DYS & DCS
  6. Manage and process registration for Divisional, regional, and Territorial events
  7. Distribute and process Divisional/Territorial educational loan applications and scholarships
  8. Maintain the computer data base for Sun Beams, Moon Beams, Girl Guards and Boys Adventure Corps troops.
  9. Assist Corps Officers with problem solving in relation to the computer data base for troops
  10. Be in contact with THQ in regards to issues and updates of all troops
  11. Process badge requests from the division and distribute physical badges to appropriate Corps
  12. Request annual troop registration throughout the division
  13. Collect payment for annual troop registration
  14. Communicate with DYS in regards to troops
  15. Assist the DCS in processing candidates for the College For Officer Training throughout the division.
  16. Maintain strict confidentiality in relation to all candidate cases
  17. Maintain candidates files and lock the filing cabinet for added security
  18. Distribute printed documentation and applications to the candidates
  19. Mail candidate files with a cover letter to the Territorial Candidates Secretary at THQ
  20. Keep the DCS in the know relating to check lists and progress of the candidates case
  21. Be in contact with the Corps Officer, candidate and THQ in relation to candidate cases if needed
  22. Take minutes for Divisional Candidates Council
  23. Process registration and billing for events such Youth Councils, Kids Councils, etc.

Camp Duties

  1. Participate in the youth department summer camp staff hiring group
  2. Process all seasonal summer camp staff contracts
  3. Collect necessary documentation for the Divisional payroll clerk in regards to hiring and terminating summer staff
  4. Yearly update the camper registration form with the USDA guidelines and standards
  5. Email camp applications and medical forms to the Corps Officers in the SWONEKY division
  6. Prepare and send camp schedules for Corps Officers and Camp staff
  7. Be available to Corps Officers for questions about applications or camp
  8. Annually update and prepare camp SWONEKY brochures
  9. Provide cabin assignments for each camping session
  10. Update cabin assignments on opening day as needed
  11. Supervise summer camp staff helpers assist with to checking in camper’s paperwork
  12. Assist with processing all paperwork including financial reports for the USDA program
  13. Supervise summer camp staff as assigned by the Camp Director
  14. Complete staff background checks
  15. Update Camper staff manual and orientation binders

Qualifications

  1. A High school diploma or GED equivalent.
  2. A minimum of 3 years administrative experience.
  3. Excellent organizational skills is a must.
  4. Must be proficient in MS Outlook, Excel, Word and know how to compose professional e-mail communications
  5. Ability to take initiative, follow-through on request until completion and utilized a keen attention to detail

All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.

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