The Salvation Army

Administrative Assistant

Job Locations US-PA-Philadelphia
Job ID
2021-8872
Category
Administrative
Compensation Min
USD $17.00/Hr.
Compensation Max
USD $17.00/Hr.
Type
Regular Full-Time

Overview

Position: Administrative Assistant                                                                                

Department: Philadelphia Citadel Corps Community Center     

Availability of Position: ASAP

Schedule: FT

Reporting Relationship: Administrative Assistant

Salary Grade: $17.00/ hr; 74 Non-Exempt

 

Description of Position:          

Serves as the Administrative Assistant to the Corps Officers assisting them with all aspects of administrative oversight, including the Youth Services administrative assistance. In addition, assist with the seasonal Christmas Ministry work, as directed by the Corps Officers. Furthermore, oversee and report all aspects of the ServicePoint statistical tracking initiative, oversee all aspects of reporting and supervising payroll, and perform data entry for all financial activity at this site.

Responsibilities

Duties:

  • Utilizes computerized data entry equipment and various word processing, spreadsheet, and file maintenance programs to enter, store and/ or retrieve information as requested or otherwise necessary.
  • Performs secretarial duties, as needed.
  • Assist Corps Officers in leading and coordinating Christmas Kettle effort including planning/preparation, public relations, execution/management of day-to-day operations, and dispatch of employees.
  • Responsible for providing recommendations for the following year's season.

 Administrative:

  • Prepares statistical reports for Before and After School, and Summer Day Camp.
  • Performs clerical functions, which involve answering telephones, direct calls and taking messages, filing, and answering the door.
  • Maintains supplies by checking stock to determine inventory levels, placing and expediting orders, verifying receipt, stocking items, delivering supplies to workstations.
  • Maintains full compliance with OSHA (occupational safety and health administration).
  • Performing day-to-day administrative tasks, such as maintaining information files and processing paperwork.
  • Takes minutes during Senior Staff Meetings and provides the electronic copy.

 Daycare Support:

  • Prepare statistical and fiscal reports regarding the status of daycare client accounts.
  • Maintain Daycare department staff meeting minutes.
  • Support onsite HR filing and professional development training paperwork for Daycare.
  • Before/aftercare program and summer camp registration, inventory orders (camp shirts and other materials), and trip transportation scheduling.
  • Support the recordkeeping tasks in order to ensure they are completed accurately and in a timely manner
  • Work with Director of Youth Services and Assistant Director of Youth Programs/Group Supervisor in managing data entry, invoicing reports, basic office reception (answering phones and doorbells), and assisting with childcare staff.
  • Assist with organizing, creating, printing, posting, and distributing of recital flyers, as needed.

 Seasonal Coordinator:

  • Assist the Thanksgiving & Christmas Food Basket program – including, but not limited to, food distribution sign-ups, checking documents, scheduling and informing the clients, contacting the donors, managing the food items, and setting up the event.
  • Assist the Christmas Assistance program – including, but not limited to, arranging online/in-person sign-ups, checking documents, scheduling and informing the clients, contacting donors, managing the quantity and condition of items, and setting up the event.
  • Assist the Christmas Kettle campaign – including, but not limited to, contacting local store manager to secure/confirm approvals of a kettle stand, hiring kettle workers/completing of all paperwork, interviewing/accurate listing of all kettle workers current address and telephone numbers, providing a daily listing of kettle workers site locations, assisting and overseeing count team, preparing deposits, responsible for input/accuracy/reporting on Red Kettle Manager, coordinate with kettle drivers to locate kettle workers in time and filing kettle slips
  • Assist the Angel Tree program – including, but not limited to, organizing, monitoring, ensuring accuracy, and completeness of documents, as well as distribution of tags and scheduling the pick-ups of the toys from the locations.
  • Volunteer Management – including, but limited to, securing volunteers, conducting background checks, assigning volunteer jobs, and recording volunteer hours.

Service Point Data Management:

  • Ensure the data that is entered into the ServicePoint database is correct, recorded in a timely manner, in the right fields, and is complete.
  • Routinely spot check data to ensure completeness
  • Extract data from the database to the extent it is available, and prepare internal reports monthly or as requested
  • Perform monthly quality assurance checks to make sure efforts are recorded, assessments are completed at designated intervals, cases are closed appropriately, case notes are entered and complete, the appropriate dismissal categories are utilized and current address information is entered. Generate data to comply with monthly, quarterly, semiannual, and annual program reporting requirements
  • Manages the operations and functions of the ServicePoint database
  • Attend City wide ServicePoint meetings, as needed and/or required.

 Overall

  • Performs other duties as assigned by the Corps Officers.

Qualifications

Requirements:                       

  • Excellent organizational skills
  • Ability to prioritize workload in order to meet deadlines
  • Multi-task daily demands of the
  • High School Diploma required
  • Ability to communicate and interact well with officers and employees at the Corps and Divisional Headquarters.
  • At least 1 year of data entry
  • 2 years of kettle coordination in a metropolitan area
  • Must work well with others
  • Must have attention to detail Adherence to The Salvation Army’s Code of Conduct and Conflict of Interest Policy.
  • As a Mandated Reporter, must provide proof of having completed training on recognizing and reporting child abuse meeting the training standards of PA Act 153 of 2014 within 30 days of employment with recurrent training required every five years thereafter.
  • Meets the Child Protection Clearances required by PA Act 153 to include PA Child Abuse History Clearance, PA State Police Criminal Record Check and FBI Criminal Record Check.
  • Must have an understanding of and appreciation for the Mission of The Salvation Army.

Contact: Please submit all resumes and cover letters online only as instructed below. 

Current Salvation Army Employees can apply online at http://internal-usesalvationarmy.icims.com.  

Prospective employees can apply online at http://careers.salvationarmy.org. No phone calls please.

 

Released by the Divisional Human Resources Department on 10/01/21

  ______________________________________

 

All qualified applicants will receive consideration for employment without regard to

race, color, sex, national origin, disability or protected veteran status.

  

The Salvation Army’s 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.

 

Requisition No. 1646

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