Secretary II & Angel Tree Coordinator

Job Summary

Organizes and coordinates special projects; manages the daily operation of the Area Command Angel Tree and Shoe-In programs;

executes assignments and tasks with discretionary powers to ensure its’ smooth continuous operation throughout the year.

Works in close partnership with the Assistant to the Area Commander, management staff, and Corps Officers to carry out and enhance projects, as well as all events occurring at Area Command.

• Performs a variety of administrative work necessary for the smooth operations of the Area Command Salvation Army Women’s Auxiliary;
• prepares correspondence, reports, and maintains databases necessary for office operations; prepares minutes for meetings;
• files and records information; answers the telephone and provides general information regarding the office operations and / or services;

processes incoming / outgoing mail for the department; and coordinates special projects.

Essential Functions : This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position.

The incumbent may be requested to perform job- related responsibilities and tasks other than those stated in this job description.

Administrative Responsibilities (50%)

Performs a broad range of tasks including but not limited to handling confidential correspondence, coordinating information and scheduling for the department, handling arrangements and set-up for meetings.

Responds to questions, researches, and provides specific and general information based on the knowledge of the department operations;

ensures the accuracy, completeness and timeliness of all information provided.

Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects;

research files, accounts, records, etc. to resolve problems and / or correct documented information; informs appropriate individuals of discoveries.

Answers direct line telephone in a courteous and tactful manner; takes and delivers messages, checks voicemail as needed;

greets and assists co-workers as well as people from outside The Salvation Army; provides accurate and complete information regarding the office operations and / or services.

Develops and maintains a filing system for a variety of department correspondence, forms, cards, records, reports, and documents;

develops and maintains Outlook filing system assisting with keeping it organized, responded to, and acted on.

Performs various clerical and secretarial support work associated with special projects, seasonal events, and conference and committee meetings;

assists in coordinating arrangements.

Receives, sorts, collates and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and / or destination;

collects and prepares outgoing mail.

Auxiliary Responsibilities (25%) Support Women’s Auxiliary regarding various fundraising activities, promotional flyers, website updates and revisions, directory updates when needed.

Support day to day operations of Women's Auxiliary office. Support volunteers through coordination and follow up of volunteer projects.

Support Women's Auxiliary members through prompt and accurate responses to phone calls and / or emails Maintain and upkeep files for accurate membership information.

Maintain and upkeep files for fundraising activities, including but not limited to prospective donors, ticket sales, and or donations for events / projects.

Maintain and upkeep check requests and payments made from the auxiliary account Maintain an accurate bring up system to stay on top of grant requests and / or payments.

Orders office supplies, promotional items, gifts, and publications and ensures that the office supply inventory is maintained at a level to meet the needs of the department;

prepares purchase requisitions and orders equipment and any other special items required for the office operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Coordinates arrangements for routine meetings; ensures that meeting rooms are properly set-up and cleaned before and after meetings;

prepares food and drink as necessary. Project Coordinator Responsibilities (25%) Coordinates the Area Command annual Christmas Angel Tree and Shoe-In Program to include coordinating theseasonal operations at Christmas warehouse, directing, sorting, and categorizing of gift items received for the program.

Assist with TSAMM Angel Tree campaign set up, pull reports, collaborate with Angel Team in making recommendations for overall campaign improvement.

Coordinates and monitors the delivery, set-up, maintenance, and operation of equipment used in the Christmas warehouse. Supervises and coordinates all warehouse employees and drivers temporarily assigned to work in the Christmas relief effort.

Administers the operation of the North Texas Area Command Angel Tree Program to include managing and scheduling the use of the warehouse by various agencies, Corps, and special programs throughout the year, contracting and scheduling vendors for various services, supervising volunteers in the setup and break down for events.

Coordinates responses to phone calls, email and social media inquiries regarding Angel Tree program, as needed. Coordinates posting of Angel Tree and Shoe-In details and requirements to ensure accuracy of information on social media and websites.

Support Angel Tree drop-off events at malls and / or satellite locations, as needed. Receive and process paperwork and data entry required to maintain an Angel Tree in selected malls, as needed.

Ensure all seasonal new hire and payroll paperwork is complete and signed off by Area Commander or Business Manager. Maintain and upkeep check requests and payments as it relates to the program budget.

Maintain accurate records / copies of project brief. Other Responsibilities : Performs other duties as assigned. Materials and Equipment : General Office Equipment Computer Equipment Pallet jack Knowledge, Skills and Abilities : Knowledge of The Salvation Army mission, philosophy, culture, protocol, and organizational structure.

• Knowledge of effective and efficient methods for organizing and maintaining records and ability to perform the same; Knowledge of office methods, practices and procedures;
• ability to transcribe dictation and type correspondence; Knowledge of The Salvation Army mission, philosophy and branding;

Compliant with the core values; Knowledge of effective and efficient recordkeeping practices and procedures; Knowledge of the English language including proper grammar and punctuationAbility to build and maintain positive, effective, and professional working relationships with Salvation Officers, various levels of employees from THQ to Corps, as well as departmental and non-departmental staff.

Ability to learn the broad scope of department operations and services in order to serve as an information resource and to aid in a timely and effective manner.

Ability to supervise, lead, motivate, monitor, and evaluate employees and volunteers in context of special events; Ability to present a positive and professional image of The Salvation ArmyAbility to prepare and maintain reports in an accurate, complete, and timely manner;

Ability to work independently and with limited supervision.Ability to use / operate various general office equipment to include computer, telephone, fax machine, and photocopy machine.

Ability to read, write, and communicate the English language. Ability to communicate clearly both orally and in writing,Ability to work under the pressure of deadlines and time constraints.

Ability to establish goals and objectives and monitor their effective implementation; Ability to apply discretion and independent judgment and exercise confidentiality.

Ability to be creative in generating ideas and enhancing development programs, as well as, demonstrating and practicing the ability to be a self- starter.

Ability to perform all duties with an understanding of the mission, ministry, philosophy, culture and protocol of The Salvation Army and conducts all duties in accordance with the ministry of the organization and Christian principles;

conducts all communications and job duties with the highest level of professionalism and donor care. MINIMUM QUALIFICATIONS REQUIRED : Education and Experience : High school diploma or required with completion of general business and / or office skills courses from a technical or vocational school preferred, And Three years progressively responsible experience performing secretarial work in a general office.

OR Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities. Certifications : Valid State Driver’s License Physical Requirements : Ability to meet attendance requirements.

Ability to travel safely to various locations in order to participate in public meetings, conferences, etc. Duties are usually performed seated.

Sitting may be relieved by brief or occasional periods of standing or walking. Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (up to 25 lbs.

Working Conditions : Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts with noise, dust, dirt, and the like.

Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather. All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings.

Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available).

Those applicants requiring accommodation to the application and / or interview process should contact a representative of the Human Resources Department at the applicable location.

We appreciate your interest in employment opportunities with The Salvation Army!