The Salvation Army Receptionist, Mail Room, Supply, Accounting clerk in Seattle, Washington
Position Title: Receptionist, Mail Room, Supply, Accounting Clerk
Status: Full Time, hourly
Reports to: Assistant Controller
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.
General Information: The selected applicant must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
It is expected that all employees will support the organization's mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, commitment to our community, accountability and ownership
Position Summary: The Receptionist will often be the first contact members of the public have with The Salvation Army. As such it is essential the individual in this position represent the Army in the best manner possible as they address aspects of both security and public relations in the course of their work day as they respond in a courteous, friendly and efficient manner to all visitors and callers providing whatever information is necessary to maintain the flow of business and communication at Divisional Headquarters (DHQ). The Receptionist will handle all incoming calls to the DHQ main switchboard and forward them to the appropriate department or individual. If the Receptionist is unable to reach anyone and the caller does not want to use voicemail, a message will be taken and given to the respective department. This position is also responsible for all incoming and outgoing mail and parcels, the ordering and inventory of general office, mailroom & kitchen supplies, and for seeing that coffee is available in the boardroom and break room. The receptions will also help accounting clerks’ duties to finance department.
Preferred – Associates Degree or Certification from an accredited college or trade school in Business Administration, Office Management or a related field.
Required – High School diploma or GED equivalent.
Preferred – Two or more years’ experience in a clerical, secretarial or related position.
Required – A minimum of one year’s experience as a receptionist with front desk responsibilities.
Preferred - Bi-lingual (English/Spanish)
Required – English
Knowledge of The Salvation Army:
Preferred – A working knowledge of The Salvation Army’s operations and terminology.
Must be able to adhere to all Salvation Army policies and procedures.
Must be able to interact with co-workers and the public in a positive, professional manner in conformity with The Salvation Army Mission Statement.
Other Knowledge or Skills:
- A basic knowledge of the U.S. Postal System
A procedural understanding of mail processing tasks, inventory control, supply ordering and receptionist duties
Skills, Knowledge, and 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.
Strong computer skills to include:
The ability to operate comfortably within a computerized business environment.
A working knowledge of Microsoft Office software (MS Access, Excel, PowerPoint, Publisher and Word) and Lotus Notes.
A working knowledge of integrated database applications and the ability to use new software programs with basic training.
Office skills to include:
The ability to operate standard office equipment (business telephone systems, copiers, facsimile machines, mail processing equipment, and computerized postage machines in an efficient manner.
Keyboard: Preferred – able to 50 wpm. Required – able to type 35 wpm.
Knowledge of filing and record keeping systems; ability to analyze and understand statistics.
The ability to communicate effectively and demonstrate good spelling and language skills.
Excellent communication skills, both verbal and written, to include telephone skills.
The ability to handle figures and basic mathematical calculations with the aid of a calculator.
Must be able to comprehend assignments and/or ask for additional information or clarification until the assignment is understood.
Must possess the self-discipline necessary to perform repetitive tasks without lowering quality of work.
Must be able to meet deadlines.
· Excellent organizational skills.
· The ability to handle a significant volume of work with good attention to detail.
· The ability to address multiple projects in a time sensitive manner is essential.
Personal & Professional:
· Must be able to work in a distinctively Christian environment
· Must be able to work with people of diverse backgrounds and circumstances.
· 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 possess a strong work ethic, demonstrated initiative and flexibility in meeting the needs of the position and department,
· 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.
Level of Responsibility:
· Work is performed under immediate supervision with advice and assistance usually available.
· Matters dealt with are usually controlled by established procedures.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.
Specific Reception Duties:
· Messages are taken from phone mail each morning and forwarded through Lotus Notes to the department or individual. The operator resets phone mail each evening at 4:15 p.m. exactly.
· Visitors to the building are greeted and discreetly screened prior to going to appointments or traveling throughout the building. For those persons having appointments, the department secretary is notified of the arrival and the individuals is seated in the lobby. Salespersons or service representatives are screened and asked to leave a business card and/or any other information for a return call. For guests and maintenance people needing key cards, receptionist logs and checks out the passes.
· The switchboard is to be opened promptly at 8:15 a.m. and placed on voicemail no later than 4:15 p.m. Phones are also placed on voicemail at noon. While carrying out mailroom duties, the phones are transferred into the mailroom and need to be answered promptly.
· Receptionist keeps updated “Disposition of Forces” books for all Territories at the front desk. These are to be locked up at night.
· Keep file drawers with UPS/Fed Ex account information/UPS/Fed Ex labels locked at night and on weekends.
· When incoming packages, Federal Express, etc. arrive, immediately call the appropriate person/department requesting their removal from the reception area.
· Change phone mail messages when directed to do so.
· Keep current on all TSA activities on which calls might be received. Be sure to receive all Community Relations “News Releases.”
· Keep current on community resources available to individuals calling for assistance. Disperse information in a direct, business-like manner.
· Keep switchboard, adjacent visitors’ area, and mailroom clean and orderly.
· Preferred experience in reading the chart of accounts
Specific Mail Room Duties:
· Sort and stamp mail for daily outgoing mail service. Prepare bulk mailings when needed for Service Extension, Planned Giving, Community Relations and Mail Appeal departments.
· Prepare and ship UPS parcels, process online and by hand when necessary. Trouble-shoot and track parcels when necessary. Keep a log of UPS/Fed Ex shipments at front desk.
· Schedule pickups by Fleetfoot Messenger Service for same–day in-city deliveries.
· Open incoming mail except parcels, overnight service deliveries such as Federal Express, Certified Mail, etc. and any items marked Confidential, Personal or Private.
· Act as the representative from the Divisional Secretary for Business’s office to open, stamp and place incoming mail in the correct departmental boxes.
· Prepare envelopes for mailing. Maintain mail label boxes in the mailroom and update addresses when needed.
· Make arrangement for the purchase of postage for the Pitney Bowes mailing machine in conjunction with the Finance Department.
· Keep informed of current UPS, Federal Express and any other special delivery regulations and serve as reference for same.
· Keep informed of USPS changes, rate hikes, etc.
· Distribute The Salvation Army publications (War Cry, The New Frontier, etc.) as requested.
· Keep stock of USPS mailing supplies. Reorder when low. Also keep UPS, FedEx supplies stocked.
· May assist other DHQ departments in preparation for mailing of routine projects.
· Do routine maintenance on mailroom machinery - emptying confetti from the envelope opener and stocking the Pitney Bowes postage machine with labels and sealer. Replace print cartridge when necessary. Order and stock supplies for machine maintenance.
· Keep track of employees’ charges for personal mail, shipping, or supplies.
Supply Clerk Duties:
· Shop for the best prices and order supplies, inventory paper supply and restock when needed.
· Place all orders for supplies through the GS’s office on a weekly basis.
· Process returns and exchanges of office supplies.
· Issue supplies to departments and record for monthly departmental billings.
· Ensure that the copy/supply room is closed and locked when you are out.
· Prepare coffee for special meetings as cleared through the property and for the weekly Divisional Finance Council meeting. Remove coffee thermos from the boardroom on completion of DFC.
· Prepare coffee for the morning break and lunch time.
· Work on special projects for various departments will be assigned and approved by the immediate supervisor.
· Maintain the Third Floor Board Room, straightening mats and coasters, removing papers, and cups, cleaning sink area and maintaining cabinets to ensure they are neat and stocked.
· At the end of each working day, wash and put away any dishes left on the counter and in the sink. Wipe down all drain boards, sink area and pop can recycle bin. Refill any supplies as needed for the next day: sugar, creamer, silverware, tea, etc. Put away any food or supplies left on the special snack table.
· The last day of your working week, wipe down containers holding sugar and creamer. Scrub sink with cleanser. Wipe out microwave ovens and toaster oven. Clean container holding sponges. Wipe down “back splash” behind garbage can. Report needed repairs to the Property Department.
· At the end of the month, clean out refrigerator and freezer throwing out anything that does not have a name and date on it. Clean oven and stove as necessary.
· Perform other duties as assigned.
Accounting clerk Duties:
· Process DHQ payables through accounts payable workflow
· Verifies all back-up is in place (CFC approvals)
· Handles daily deposits & Assists with weekly check run
· Maintains electronic files and paper record
· Other duties as assigned
Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.
Ability to sit, walk, stand, bend, squat, climb, kneel and twist on an intermittent or continuous basis.
Ability to use hands to finger, handle, or feel objects, tools, or controls; to talk or hear; reach with hands and arms.
Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead.
Specific vision abilities required by this job include close vision.
Ability to operate telephone.
Ability to operate a desktop or laptop computer.
Ability to regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
Ability to access and produce information from a computer.
Ability to understand written information.
Hours of work are 8:15 AM to 4:15 PM with an hour for lunch, 12:00 PM – 1:00 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.
The Receptionist/Mail Room Clerk/Supply Clerk 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 may occur in this position.
Regular and punctual attendances are essential functions of this position.
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 cooperative 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 Receptionist/Mail Room Clerk/Supply Clerk. I acknowledge my understanding of this and am able to conduct myself in accordance with its purposes.
Equal Employment Opportunity: Minorities/Women/Disabled/Veterans
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)