Business Administrative Assistant

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

POSITION DESCRIPTION

POSITION TITLE : Business Administrative Assistant

LOCATION / DEPT : DHQ

REPORTS TO : Divisional Secretary

FLSA CATEGORY : Non-Exempt

STATUS TYPE : RFT

OUTCOMES

Responsible for the overall coordination and support of the Business Section which includes the Divisional Secretary and Divisional Secretary for Business Departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Administrative Support
• Develop and maintain overall schedules, resource plans priorities, and dependencies.
• Review policies and procedures ensuring Salvation Army requirements are met.
• Coordinates activities and projects between the Business Section and other DHQ Sections / Departments.
• Provide reports to the DS and DSB and other Business Section Department Heads explaining project continuity, issues, risks, timeline, and changes to original plans between departments.
• Manage TSAMM Database
• Respond to internal inquiries, both verbally and in written form, related to departmental procedures outlined as it relates to operational functions.
• Monitor email boxes and phone lines; escalate any emerging risks issues to the appropriate Department.
• Coordinate and arrange recurring meetings, luncheons, and conferences. Prepare materials necessary for meetings and take minutes of meetings as requested
• Attend meetings as requested, prepares, and distribute meeting minutes.
• Organizes and maintains electronic and paper files
• Assures that documents are accessible in a timely manner and kept confidential.
• Create a friendly environment
• Greets visitors to section to determine their needs and directs them accordingly
• Manage the calendars for DS and DSB.
• Creates appointment reminders.
• Receive visitors to the departments
• Provide administrator backup support for the DFB meeting process.
• Typing as requested for each officer.
• Policy and Procedures
• Analyze procedures, processes, and tasks as they relate to the Business Section, with aim of reducing redundancy, building efficiency, and increasing productivity, while ensuring compliance with Salvation Army policies.
• Vehicles
• Maintain and update the vehicle database for the Division.
• Create TSAMM agenda for vehicle purchase and disposal.
• Function as a divisional liaison to THQ Fleet Department.
• Manage and oversee the DOT program for the Division.
• Manage North & Central Illinois Division vehicle titles and related reporting including lost / replacements.
• Manage the NCI Mileage Log Database
• Other Duties
• As Needed.

REPORTING RELATIONSHIPS

This position reports to the Divisional Secretary and the Divisional Secretary for Business.

In contacts related to this position's duties, this individual acts as a representative of The Salvation Army and its mission.

PERFORMANCE MEASURMENTS

• This employee will be evaluated on how effectively the outcomes of this position are achieved.
• Timeliness and accuracy of accomplishing assigned goals will be reviewed and an evaluation of how effectively service is provided.

EDUCATION / EXPERIENCE

• Bachelor's Degree in Business preferred
• 4 years of experience in office management.
• Valid Driver's license / MVR clearance

COMPENTENCIES

• Willing to promote the mission of The Salvation Army.
• Excellent communication (verbal and written) and interpersonal skills.
• Maintain a positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors.
• Uses diplomacy and good judgment.
• Demonstrated ability to use initiative and be a self-starter.
• An attention to detail, procedures, processes, and policies.
• A positive attitude and the ability to be flexible considering changing job situations / priorities.
• An ability to work with confidential material.
• An ability to manage projects, priorities, and programs in a constantly changing environment.
• A communication and management style that exhibits the principles and values of the Army as well as fosters team relationships and effectively communicates information.
• An extensive knowledge of Microsoft Office Products (Word, Excel, PowerPoint, etc.)
• An understanding of Database Systems
• Speed and accuracy in processing Data

POSITION LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Divisional Secretary 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.

PHYSICAL DEMANDS / WORK ENVIRONMENT

• This position is required to do moderate physical work and must be able to lift 20 pounds.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and PC.
• The work environment for this position includes an office environment with a low noise level.
• Must be able to drive, walk stairs.

Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors.

This would include but not be limited to such actions : resolution of conflicts in a positive manner; courteous treatment of staff, clients, and visitors;

respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors and subordinates.

Support the Mission of The Salvation Army by treating every donor, contact, and colleague with respect and dignity, and without discrimination of any kind.

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.