The Salvation Army Executive Administrative Assistant in Seattle, Washington
POSITION TITLE: Executive Administrative Assistant
DEPARTMENT: Northwest Divisional Headquarters
REPORT TO: Divisional Leaders and General Secretary
PURPOSE: Provide high level of administrative support to the Divisional Leaders and General Secretary to provide overall support to the Administrative and Business Departments to help ensure that the needs of the departments are served.
GENERAL STATEMENT: The Salvation Army is a branch of the Christian Church and the ultimate goal of all programs is the spiritual regeneration of all people. The Salvation Army is an equal opportunity employer.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Support to the Leadership Team:
Open and route incoming mail, reply to routine correspondence, forward correspondence to other departments for their reply, and prepare outgoing mail as
Compile reading files with items received from the DC and circulate to all Staff
Prepare and distribute Marching Orders; distribute Farewell Brief to officers leaving Corps appointments; monitor incoming Briefs to make sure all have been received.
Prioritize assignments from the DC and GS. Develop and recommend new office procedures as
Assist with preparing and processing of reimbursement process as requested.
Word processing, filing and processing of correspondence for the DC, DDW, and GS.
Compose and type routine letters to field/staff/territorial officers as requested. Responsible for composing non-routine correspondence as requested by DC, DDWM, and GS.
Sort daily mail into categories of: signature needed, priority, general information, and publications; attach pertinent back-up
When DC or DDWM are out of the office, open mail, sort, and route items needing immediate attention, keeping copies for the DC and DDWM. Following discussion of personal/ confidential mail with DC, prepare and mail response.
Send out bulletins to all active and retired officers from THO bulletin board as
Send reminder letters on routine and overdue bring-up items.
Maintain computer records of correspondence for one year; seek guidance as needed from supervisors, IT, or other applicable parties regarding organizing correspondence, etc. with computer program updates; look for ways to improve handling of correspondence using the computer
Update knowledge of computer and business writing skills on a regular basis and as requested by
Maintain and keep current officer personnel Store inactive files in secure filing cabinet in preparation for shipping to THO. Forward files to other divisions when officers move.
Maintain a bring-up system for items needing further attention, and regularly bring this file to the attention of the DC and DDWM for their action.
File correspondence as requested into general Maintain file area and update annually, relocating files to storage as needed. Electronic copies of emails on NW Divisional Commander.
Maintain files for forms used on a regular basis by the field, placing these forms as much as possible on Lotus Notes or a shared drive for quick retrieval by the field.
Maintain electronic file for all Women's Auxiliaries in the
Answer incoming phone calls, handle inquiries or take messages as
Maintain records, career sheets, service reviews, correspondence, Farewell and Marching Orders, furlough requests, educational and conference requests, and all matters relating to Officer This includes facilitation of forms, distribution and transmittal of materials as directed by the DL while keeping all information on strictly confidential.
Send flowers to officers and employees as directed by the DC, DDWM and/or GS.
Keep record of DC's, DDWM's, and GS’s appointments, visits and travel calendar as
Assist with flight, hotel, car rental, and other travel arrangements as requested.
Arrange for lunches, agenda materials, , as requested for DC/DDWM/GS-called meetings. Keep a current file on lunch services.
Responsible for Dispo additions/deletions as needed and on an annual basis every August, coordinating with field and
Give oversight to the care and maintenance of office equipment used by the Order general office supplies and specific program materials as needed.
Maintain a good working relationship with DHQ staff and employees, field officers,
THO officers, and the general public.
In all matters pertaining to officers and employees, maintain strict confidential
Review contracts and determine if local signature is within policy or require approval through the Contracts database; process the contracts accordingly.
Maintain and update Standard Operating Procedures for front desk and mailroom.
Circulate reading files as per established procedures (Advisory Board/Corps Council Minutes, Sunday Bulletin, Monthly/Quarterly Statistical Reports, etc.).
Prepare the sections of the Divisional Review as directed by the GS.
Prepare the completed Corps Reviews for which the GS is responsible
Monitor GS Department’ copiers/printers; maintain adequate supplies of paper, office supplies, and order as needed via the mailroom supply person; arrange for repairs as needed
Other duties as assigned.
Membership, Mailing, and Filing Specific:
Maintain all lists and contact information on the "0" drive & with THQ.* denotes lists you are directly responsible to
*Active Officers, Employees in-charge, Ministry Leaders
*Birthday & Anniversary
*Officers, Employees in-charge, Ministry Leaders
*Silver Star Fellowship
Advisory Board (Kind County)
Women's Auxiliary (Spokane, Great Falls, Vancouver, Puyallup, Walla Walla)
Mailings (regular) (Maintain label files for each group)
Quarterly- Birthday & Anniversary's (prepare three months' cards at a time and give to DDWM signature one month prior to quarter being prepared)
Quarterly- Silver Star Fellowship devotional book & note, Officers' gifts (labeled, stuffed and mailed)
Seasonally- Christmas Cards, Advent Calendars (Officers' & Cadet Children), Mother's Day & Father's Day Officer (labeled, envelop, and mailed)
Labels & return labels (maintain label files for each group as needed)
Maintain electronic files (creating folder system for e-mails) and spread sheets of approvals for Officer & Employee TED (mail folder)
Coordinate monthly arrangements for Alpha/ LinC meetings at Camp Arnold including managing contracts (processed though CFC), invoices (approved by DDWM), attendance, housing, and other arrangements as needed.
Help coordinate additional educational seminars as needed.
Electronic files on "O" drive- Maintain files on a regular basis (creating folders & organizing files)
"Divisional Command" E-mail files- Maintain files on a regular basis (creating folders & organizing files)
Seasonal Divisional Command Events
Process event & speaker contracts (with approval & CFC), invoices (with signed approval), maintain RSVP list and other as requested.
Christmas parties (South, West, East), Employee Christmas Party, Advisory Board Christmas Party, DHQ Officer's Christmas gathering, Employee Appreciation Day, and Divisional Review
EDUCATION AND WORK EXPERIENCE
Minimum of 5 years of experience in one or more of the following fields: secretarial, business, or office management.
Must have a high school diploma and a minimum of five - seven years related administrative experience
Must be able to work with minimal supervision, be prepared to encounter a variety of assignments and timelines and must be able to maintain confidentiality of sensitive materials and information.
Must possess excellent written and oral communication skills and be able to draft and edit professional level communications.
Must be proficient in computer programs such as Microsoft Office (including Word, Excel, PowerPoint, and Publisher) and Outlook. Specifically, must have skills in mail merge, transcription, 10 key, and typing.
Must have excellent organizational skills including multitasking, time management, and office systems (including maintaining files).
Must demonstrate good judgement and act in a professional manner.
A complete understanding of the purpose and goals of The Salvation Army is required.
Ability to speak and write the English language with professional level skill is required.
This position is primarily sedentary and requires the ability to remain at a keyboard for periods of up to two hours with minimal interruption. Ability to operate a keyboard is essential. Ability to operate under stressful working conditions in a rapidly changing work environment with multiple priorities is required.
To perform this job successfully, the incumbent must be able to perform the essential duties with or without accommodation.
JOB DESCRIPTION ACKNOWLEDGMENT
I have read the job description above and understand my responsibilities as defined by it. I also acknowledge that a position may evolve over time and I may be asked to accomplish a task or take on a project that may not explicitly be described in this document.
Equal Employment Opportunity
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)