Job Description

The Office Assistant provides administrative support to the Corps Officers, exhibiting a high level of initiative, discretion, sound judgment, and knowledge of policies and procedures related to all administrative duties.

Responsibilities

• Manage weekly financial transactions, including deposits and reporting of financial figures.
• Maintain and update spreadsheets for 'Thank You' acknowledgments, gift cards, and gift-in-kind reports.
• Coordinate the dispatch of 'Thank You' letters for significant contributions.
• Process and code invoices, ensuring accurate departmental expense tracking.
• Perform regular filing and document management tasks.
• Collaborate annually with leadership to develop and monitor the organizational budget.
• Manage office supply orders and maintain vendor relationships.
• Prepare and submit housing and financial reports for the Board of Social Services.
• Provide oversight to Food Pantry including ordering food from Foodbank.
• Verify client accommodations and complete necessary documentation for housing assistance.
• Generate and manage hotel vouchers for clients, ensuring sequential tracking and documentation.
• Prepare and submit monthly and quarterly financial request letters and supporting documentation.
• Prepare and print Sunday bulletin.
• Coordinate with CO to assist with monthly headquarters reporting.
• Supervise and support receptionist, providing backup assistance as needed.
• Coordinate volunteer activity including headquarters paperwork for volunteers.
• Attend and take minutes at monthly Ad Board meetings and any relevant committee meetings.

Seasonal Thanksgiving/ Christmas:

• Develop and update sign-up applications for Thanksgiving and Christmas events.
• Organize appointment scheduling for Thanksgiving, creating and distributing time labels for both applications and client postcards.
• Coordinate Christmas event scheduling, including printing appointment letters after determining family allocations for each time slot.
• Monitor and report on Kettle income during the holiday season.
• Track and report income and expenses related to the Annual Dinner event.
• Other duties within the scope of the role as assigned by supervisors.

Qualifications

• Minimum of 1 year of administrative experience.
• Excellent communication, management, and organizational skills.
• Proficiency in working with Microsoft Office programs (Outlook, Teams, Excel).
• Ability to work independently and with a team.
• Ability to interact with staff, clients, visitors, and the community in a friendly and professional manner.
• Must understand and support The Salvation Army’s mission as a church and a social services organization.