The Salvation Army Administrative Assistant in Seattle, Washington
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Administrative Assistant to the ARP Business/Intake Coordinator
December 30, 2020
Northwest Division Seattle ARP
Non-Exempt – Full Time – 40 Hours Per Week
ARP Business Administrator
The Administrative Assistant will assist ARP BA in handling matters pertaining to the operation of the Northwest Division’s Adult Rehabilitation Program. This will include all office and administrative functions associated with the day to day operation of the department. The Administrative Assistant will also be expected to facilitate the flow of communication between ARP BA’s office to the various departments of Divisional Headquarters (DHQ), all corps, institutional, program and service units of The Salvation Army (TSA) operating within the Northwest Division and The Salvation Army’s Territorial Headquarters (THQ).
Write routine correspondence and send email correspondence on own initiative.
Review contracts and determine if local signature is within policy or require approval through the Contracts database; process the contracts accordingly.
Arrange for meetings and conferences and/or teleconferences as requested. This will include the preparation and distribution of agendas along with the invitation of participants electronically. It may on occasion be necessary to order lunch or other food and necessitate going out of the building and/or driving to get food, etc.
Process CFC requests through TSAMM as requested by the ARP BA where necessary provide to retail with the same. This will include, but not be limited to, property projects, purchase requests and HR matters as needed.
Prepare and post OSHA Log 300 as required by OSHA regulations.
Report vehicle accidents to claims reporting center and assist the adjuster in securing accident photos and scheduling repairs or estimates. E.g. report all property claims to TSA Adjuster.
Make timely reports to the workers compensation adjuster for all workplace injuries including maintaining active files and follow up for current status of injured workers.
Provide orientation for new hires
Become familiar with requirements of TSAMM requirements with respect to status changes, annual increases, leaves of absence requests, etc.
Administer policies and procedures as presented in The Salvation Army, ARP version of the Employee Handbook.
Maintain current vacation and sick time accrual figures for all employees.
Assist Administrator, Department Heads and employees with employee relations.
Develop and maintain an effective employee communication network.
Conduct in-service training for managers and supervisors on a regular basis covering topics related to Safety Training and Labor Laws.
Assist the ARP Administrator with drafting correspondence, memos, policies and procedures.
Complies information as requested for legal inquiries.
Makes recommendation for employee recognition and appreciation activities.
Assure all personnel files are maintained according to NW ARP policy.
Prepares and delivers daily bank deposits.
Ensures that payroll data from time sheets and other payroll records are prepared for ARP Administrator review/signature, sorted and accurately transmitted.
Receives all invoices and statements for the Center.
Reviews invoices and statements with purchase orders.
Processes Accounts Payable invoices for payment.
Responsible for reconciliation of Accounts Payable.
Maintains control and security of check inventory on hand.
Processes emergency check as directed by Northwest Division Headquarters
Responsible for Center petty cash fund.
Enters receipt of miscellaneous income in cash receipt book.
Prepares transmittal and transmits required information to Central Accounting Service Headquarters.
Reviews the payroll register to ensure that payroll deductions and payroll amounts are processed accurately.
Prepares Local and Travel Expense Vouchers for the Administrator;
Processes paperwork for all donated vehicles including thank you/receipt letters, DMV forms, Excel spreadsheet and NW DHQ policy paperwork.
Receives store daily sales reports for accuracy and follows up with Store Managers when reports are missing or incomplete.
Responsible for receiving customer complaints and seeing that action is taken to resolve the conflict in the most efficient way with appropriate director/manager.
Handles various matters of publicity as assigned. Assists with the organization of events, which will promote the respect, and support of the center such as Good Turn Day, Salvation Army Day, et
Responsible for the preparation and implementation of ideas and activities necessary for the Annual Sobriety
Recognition Dinner. This includes working closely with the center Administrator and Advisory Council dinner committee. Responsible for keeping accurate record of income, expenses, program, etc. Maintain accurate address list, Public Relations as necessary, printing tasks as required, menu implementation and contracts.
Provide Public Relations support in fielding donor inquiries and soliciting their support for the ARP program specifically.
Provide information and referral for social service inquiries.
Promote public awareness by creating information tools, which can be used to educate the public about the ARP program.
Organization and maintenance of vendors and systems to obtain printing and shipping services as necessary and informing all departments of these vendors and procedures.
Maintain confidentiality as needed and required for operation of the total program.
Conduct screening interviews at the center or at other community agencies and institutions with applicants seeking admission to the program. Conferring with referral agents and other extra-agency personnel concerning prospective beneficiaries and requesting written background information when necessary. Deciding whether to admit or reject prospective beneficiaries on the basis of the personal interview and written information.
Processing of admitted beneficiaries via orienting them to the program of services. Explaining applicable rules and regulations. Obtaining necessary signatures on formal agreements. Initiating case record folders, dispensing canteen and ID cards, dispensing clothing requisitions. Taking personal inventories of clothing and other belongings and arranging or insuring dormitory assignments, work assignments, interviews with the Program Manager or Administrator.
Referring of rejected applicants to other, more appropriate community agencies and institutions.
Maintaining an ongoing contact with current and prospective referral sources which is sufficient to ensure referrals at an adequate level to maintain program integrity.
Preparation of beneficiary data cards for Administrator and admissions office. Preparation and maintenance of statistical reports required by program policies and procedures. Preparation of weekly “Case Management and Staff Meeting” report as assigned.
Attendance at inter-agency meetings and conference as needed and required.
Maintaining records of medical appointments, psychiatric appointments as are required by program procedures and policies. Scheduling initial medical appointments (physical examination, chest x-ray, VDRL, etc.) for all incoming beneficiaries as assigned.
Preparation and distribution of daily appointment records listing all beneficiary appointments (medical, legal, counseling, etc.) both within and without the program as assigned.
Preparation of beneficiary case folders with appropriate blank forms as required by Rehabilitation Counselor.
Overall maintenance and security of closed files as assigned.
Maintain confidentiality as needed and required for operation of program.
Process invoices for the ARP BA as requested through AP Workflow.
Process receipts for the ARP BA in Agile.
Prepare internal and external announcements of job opportunities.
Develop a range of recruitment sources including community-based organizations, internet websites, print advertising and job fairs to attract the best applicants.
Screen applications and resumes for appropriate candidates for interview.
Conduct preliminary interviews and schedule candidates for second interview with hiring manager. Order background checks and conduct reference checks for applicants.
Assure MVR is secured for new hires of appropriate positions.
Become familiar with The Salvation Army Injury and Illness Prevention Program.
Fulfill duties of Safety Supervisor as described in the IIPP.
Work closely with Territorial Safety Director whenever there is an incident as directed by the ARP BA.
Process and record all hours for Community Service workers.
Maintain all records for follow-up with Courts and/or CBR Requirements.
Develop partnerships with community-based agencies and schools as a source for volunteers.
V. Other duties as assigned
Perform other related duties and work on special projects as assigned by the ARP BA
Responds to employment and salary verification requests
Participate in Department meetings as directed by Administrator
Maintain Records of authorized drivers for ARP, including annual MVR and safety training.
Provide administrative support to other departments as part of a pool of administrative staff at DHQ.
Hours of work are flexible to a maximum of 8 hours daily/40 hours weekly. All overtime must be approved ahead of time by the ARP BA. Office coverage are expected between the hours of 10:00 AM and 2:00 PM. There are two 15 minute breaks, at 10:00 AM and 3:00 PM. There may be occasions when, due to business necessity, this time frame may be altered or you will be asked to work additional time. In these instances, every effort will be made to provide you with advance notice.
This position requires continual sitting at a desk using a personal computer with screen monitor and telephone. May be required to lift, move or carry materials up to 50 pounds and be able to regularly walk, stand, bend, stoop and reach above shoulder height for extended periods.
Must be able to comprehend assignments and/or ask for additional information or clarification until
the assignment is understood.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, hand, or feel objects, tools, or controls; to talk or hear; reach with hands and arms. Specific vision abilities required by this job include close vision and distance vision.
Works on many projects at once with interruptions and noise from ringing telephones, printers, copiers, and walk-in traffic, multiple deadlines, and competing priorities. Frequent phone and in-person contact with people from diverse backgrounds who may be angry, hostile, confused, or frustrated.
Organizes projects, sets priorities, calculates, catalogues, inspects, analyzes, plans, comprehends, and cooperates with others, etc.
Work with minimum supervision and work involves a high degree of independence. May be required to make independent decisions that may involve unique or unusual situations and/or complex issues and dealing with demanding requests and/or timelines.
Regular and punctual attendance are essential functions of this position.
This position has access to confidential and private information. It is essential that confidentiality and privacy be observed.
Skills, Knowledge & Abilities
Knowledge of standardized but moderately complex procedures and operations requiring training and experience.
Skill to apply procedures or operate varied equipment for purposes of performing standard operations.
Computer skills to include:
a. The ability to operate comfortably within a computerized business environment.
b. A working knowledge of Microsoft Office software (MS Access, Excel, PowerPoint, Publisher and Word) and Lotus Notes.
- Office skills to include:
a. The ability to operate standard office equipment (business telephone systems, copiers, facsimile machines, mail processing equipment, typewriters and 10 key calculators) in an efficient manner.
b. 10 Key: Preferred – Proficiency. Required – Able to operate effectively.
c. Keyboard: Preferred – able to 75 wpm. Required – able to type 60 wpm.
d. The ability to communicate effectively in English and demonstrate both good spelling and language skills.
e. Good communication skills, both verbal and written, to include telephone skills.
Work is performed under immediate supervision with advice and assistance usually available.
Matters dealt with are usually controlled by established procedures.
The ability to address multiple projects in a time sensitive manner is essential. Must be able to maintain a self-motivated and self-directed schedule, working independently without close supervision.
Professionalism (not listed in priority order):
Must adhere to all Salvation Army policies and procedures.
Must maintain professional, courteous and cooperative manner with all THQ, DHQ and “Field” personnel and outside contacts and demonstrate respect and a positive attitude toward them at all time during the workday.
Must be a team player, take initiative and be flexible in assisting others and to the best of the employee’s ability, ensure accurate and timely work objectives.
Must demonstrate dependability by arriving and leaving work on time, by taking the allotted time for lunch and breaks and by limiting personal business and socializing to break periods.
A number of the duties associated with this position require handling items of a sensitive and thereby confidential nature involving the organization, its personnel and officers. The highest level of security must be maintained in addressing oral and written communications as well as the filing of correspondence so as to protect the integrity of all concerned.
Must possess the self-discipline necessary to perform repetitive tasks without lowering quality of work.
Must be able to work in a distinctively Christian environment.
Must be able to interact with co-workers and the public in a positive, professional manner in conformity with The Salvation Army Mission Statement.
Must be able to work with people of diverse backgrounds and circumstances.
Must be detail oriented.
Minimum Qualifications Equipment Used
• Preferred – Associates Degree or Certification from an accredited college or trade school in Business Administration, Office Management or a related field.
• Required – High School graduate.
• Preferred – experience of 3 – 5 years in an executive secretary position.
• Required – 3 years business office experience.
• Networked Personal Computers and Printers
• FAX Machine
• Photo Copier
• 10-Key Adding Machine
• Business Telephone System
It is expected that each employee will be familiar with The Salvation Army Western Territory Handbook for Employees. Questions regarding its contents can be directed toward the immediate supervisor or the Divisional Director of Human Resources.
The Salvation Army has a dress code which will be shared with you at the time of employment.
In any position with The Salvation Army, it is impossible to predict the many requests and assignments that can and will be made on an employee. This is the case with this position. Flexibility and a cooperate spirit are crucial characteristics of the person who holds this important position and for the successful operation of Salvation Army services.
The Salvation Army reserves the right to revise or change job duties and responsibilities as the need arises. Its facilities and vehicles provide a smoke and drug free work environment for all employees and volunteers.
I have read the description for the position of Executive Secretary to General Secretary. I acknowledge my understanding of this, and am able to conduct myself in accordance with its purposes.
Equal Employment Opportunity
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