Administrative Assistant - 13-020 - SC/San Diego Door of Hope

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.

Position Summary

The Administrative Assistant has a high degree of visibility having direct contact with the public, internal staff and our residents. The position requires some knowledge of accounting practices, high proficiency in customer service duties, reception, and office protocol.

Essential Functions

The Administrative Assistant provides office support, including general accounting duties including accounts payable and accounts receivable; coordinates office services throughout the facility; and works with minimal supervision to address all administrative needs. The Administrative Assistant is responsible for providing administrative support to the Director. This position has access to and regularly works with information of a sensitive, highly confidential nature, and regularly deals with diverse matters which require a working knowledge of the service programs provided at the Door of Hope. Responsibilities include, but are not limited to, providing administrative support to meet the needs of administration and DOH programs: coordinate DOH conference room reservations and setup; create and maintain various spreadsheets and databases; take minutes at various department head meetings.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to be able to lift up to 20lbs. Ability to grasp, push, pull objects such as files, file cabinets drawers and reach overhead. Ability to operate computer, fax and telephone. Extreme patience and works well under pressure.

Minimum Qualifications

• Ability to operate standard office equipment in efficient and effective manner
• Ability to prioritize and address projects, which may conflict, in a time-sensitive manner
• Ability to communicate effectively; ability to interact with co-workers, management, leadership, and the general public in a positive, productive manner
• Ability to analyze problems and to reach acceptable and workable solutions; ability to implement solutions and bring projects to fruition
• Ability to present oneself in a professional manner; ability to maintain confidentiality and sensitivity in relation to information and documentation
• Ability to work with persons of varied socio-economic backgrounds and be able to interact with the public in a professional and friendly manner.

Skills, Knowledge & Abilities

DUTIES AND RESPONSIBILITIES:

• Maintain all files and records, both physical and electronic, in compliance with Salvation Army Policies & Procedures (P&P)
• Address employee and facility issues in timely, thorough manner; inform management as appropriate
• Assist with accounting, including recordkeeping and reports; prepare and track deposits as needed
• Maintain office supplies and equipment; maintain inventories and notify Corps Officers of items in need of replenishment or repair
• Maintain all front-office areas in neat, tidy order, including reception office, counseling office, copy room, and main lobby
• Field incoming calls
• Deliver Mail Daily
• Handle all donor and internal correspondence
• Coordinate with vendors

SOFTWARE-RELATED SKILLS:

• Requires strong ability with Microsoft Office Suite (including MS Word, Excel, Outlook, Publisher, and PowerPoint)
• Ability to use electronic media for intra- and inter-office communication.
• Working knowledge of integrated database applications and ability to use new software programs, including proprietary Salvation Army programs, with basic training

Requires strong ability with Microsoft Office Suite (including MS Word, Excel, Outlook, Publisher, and PowerPoint) (required)
Assist with accounting, including recordkeeping and reports; prepare and track deposits as needed (required)
Maintain all files and records, both physical and electronic, in compliance with Salvation Army Policies & Procedures (P&P) (required)