Administrative Assistant

Job Title: Administrative Assistant

FLSA Status: Full Time - non-exempt
Reports to: DMSS Assistant Director

Schedule: varies
Supervises: Float Pool Staff

Rate of Pay: $27/hour

Closing Date: 05/06/2025

Benefits: Standard; Full-Time, Non-Exempt employees are eligible for but not limited to the following:

• Health, vision, dental, life as well as voluntary life and disability insurance
• Sick leave benefit - 1 day per month, 12 sick days per year (accrual and availability begins at hire)
• Vacation benefit - 10 vacation days per year, accrued at the rate of .0385 hours for each hour worked, excluding overtime (accrual begins at hire but may not be used until the completion of six months of employment)
• One floating day off for use (accrued immediately, and again annually, but may not be used until the completion of the initial three-month introductory period of employment)
• Pension Plan (after one year of continuous service)
• Voluntary Tax-Deferred Annuity Plan (403(b)plan)

Function: The Salvation Army is seeking a Program Administrative Assistant that provides administrative support to the leadership team and case management teams across NCS sites. The candidate will be responsible for ensuring smooth operations within the NCS shelter system by preparing or updating various documents tied to shelter operations and maintaining accurate records at multiple NCS locations. They will organize and generate regular data reports, as well as manage both physical and digital filing systems for shelter-related documents. General administrative tasks such as ordering supplies, tracking records, and managing databases are also key responsibilities. In addition, this role will play an integral part in managing float pool staff across DMSS programs.

Duties and Responsibilities:

1. Able to maintain workflow of the shelter by processing invoices/reporting procedures to keep data
2. Coordinating and preparing data reports
3. Maintaining hardcopy/softcopy filing for shelter
4. Open, sort, and distribute incoming correspondence
5. Prepare/modify documents related to shelter
6. Perform general office duties, such as ordering supplies, maintaining records, managing database systems, and performing basic bookkeeping work
7. Complete the following training: The Salvation Army Driver Training, The Salvation Army's Protecting the Mission Training, The Salvation Army Pathway of Hope Training, HIPPA Compliance Training, Clarity and Wellsky databases.
8. Supervise float pool employees and manage employee float pool staff timesheets.

Qualification and Education Requirements

1. Required: A Bachelor's degree or equivalent combination of education and experience
2. Strong PC skills i.e. Microsoft suite
3. Detail oriented and quick to respond
4. Excellent interpersonal, written, and oral communication skills
5. Able to prioritize workflow
6. High standards of ethics and confidentiality to handle sensitive information
7. Knowledge and skill in trauma informed care

Additional Knowledge, Skills, and Abilities Required:

Excellent communication skills both written and verbal, ability to make public presentations, ability to manage databases, administer complex systems, and follow program policies. Ability to maneuver. Ability to remain in a stationary position. Ability to grasp, push, pull, and reach overhead. Ability to operate telephone. Ability to lift to 25 pounds. Ability to access and produce information from the computer. Ability to understand written information. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A request to modify or adjust these requirements may be made to your supervisor and HR.

Software-related skills:

Microsoft Word and Excel, and email required. Working knowledge of integrated database applications and ability to use new software programs with basic training.

The Salvation Army 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.

Acknowledgement of Religious Purposes of The Salvation Army

I have been informed and understand The Salvation Army's religious purpose and status as a church. In my employ, I will not undermine the religious mission or religious purposes of the organization, nor will my professional conduct conflict with, interfere with, or undermine its religious programs or religious purposes.

Physical Requirements:

Ability to maneuver. Ability to maintain stationary position. Ability to grasp, push, pull, and reach overhead. Ability to operate telephone. Ability to lift to 25 pounds. Ability to access and produce information from the computer. Ability to understand written information. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A request to modify or adjust these requirements may be made to your supervisor and HR. The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and presents no undue hardship.