Administrative Assistant

LOCATION : Phoenix Citadel Corps

STATUS : FT / 40hr / week

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.

The Phoenix Citadel Corps of The Salvation Army is looking to fill an Administrative Assistant position. The successful candidate for this position will have the ability to work with a diverse group of people, be computer literate in MS Office applications and excellent verbal and written communication skills.

This position is benefit eligible and comes with vacation, sick, health, vision, life insurance, free membership and more.

QUALIFICATIONS :

• High School Diploma or equivalent
• Some college coursework preferred
• Ability to work with a variety of people
• Excellent organizational skills
• Computer literate in MS Office applications
• Ability to maintain strict confidentiality
• Excellent verbal and written communications skills
• Minimum 2 years administrative assistant experience

RESPONSIBILITIES :

• Typing, filing, answer all incoming calls, take messages, direct calls, & distribute phone messages.
• Insure efficient operation of office equipment & maintain service contracts & call for service as needed.
• Order and purchase supplies when needed and as directed by CO & keep office supplies inventory.
• Troubleshoot IT problems or questions arise with the THQ IT Department.
• Responsible to count and deposit weekly offering and income in accordance with Salvation Army policy.
• Maintain petty cash funds & be responsible to distribute income to individuals who have requested reimbursement and who have permission to use petty cash.

Collect receipts and vouchers; batching vouchers for reimbursement from DHQ; cashing petty cash checks.

• Maintain custodial account for all Corps programs, including depositing income and reimbursements.
• Maintain cartridge and world service records.
• Distribute receipts at the end of the year as requested by soldiers / attendees.
• Responsible for collecting and batching all bills for payment; securing the CO's authorization for payment; sending bills to DHQ accounts payable for processing.
• Responsible to manage inquiries related to accounts payable and receivable, petty cash, custodial account, and other financial concerns, and provide a weekly report to the CO for review
• Maintain a neat and orderly appearance & greet the public with a smile and positive attitude.
• Insure compliance with fleet safety requirements for all drivers (Corps / LDSAC).
• Keep Corps statistics.
• Act as Human Resource representative for all employees (Corps / LDSAC).
• Understand and be compliant with the policies & protocols outlined in the Salvation Army employee handbook.
• Process biweekly payroll to DHQ HR Department insuring that time cards accurately reflect hours worked.
• Process all new hire orientation requests to DHQ HR for scheduling new hire on-boarding.
• Consult with DHQ HR Department to insure TSA policies and procedures are being upheld.
• Process 3rd party and vehicle insurance claims as necessary.
• Purchase program supplies for Corps programs as directed by the CO’s.
• Insure compliance with all aspects of the Protect the Mission program, including facility maintenance, training, paperwork, background checks and annual and / or semi-annual inspections.

Seasonal :

Responsible to distribute applications to kettle workers, this includes making sure there is enough copies of application forms;

maintaining a call back file; assist in interviewing applicants when directed by CO.

• Maintain adequate records of hours, time cards in relation to kettle workers.
• Distribute and collect time sheets to and from kettle workers. Responsible to get time sheet to DHQ.
• Assist the Kettle Coordinator, as needed, in the placement of kettle workers at locations.
• Maintain proper documentation on kettle workers that are not placed due to policy violations.
• Assist with the nightly bagging and depositing of kettle income in the bank.

Other duties as assigned as they relate to the position of Administrative Assistant.

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 in order to meet the physical requirements of the position.

The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

While performing the duties of this job, the employee is regularly required to walk, stand, climb or balance, stoop, kneel, crouch, crawl and reach with hands and arms on a continuous basis.

The employee must regularly lift and / or move up to 20 pounds, frequently lift and / or move up to 50 pounds, and occasionally lift and / or move up to 75 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.

Must have the ability to operate telephone, a desktop or laptop computer, as well as the ability to access and produce information from a computer, and to understand written information.