Job Description
DEPARTMENT:Social Services
POSITION TITLE: Program Administration Assistant
STATUS: Regular Part-Time/Non-Exempt
GENERAL STATEMENT
The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is spiritual regeneration of all people.
SCOPE OF POSITION:
Provide operational support to the Social Services Department Head and take part in the service programs as directed, ensuring the needs of the department are served. This position will additionally provide administrative support for daily corps business operations as outlined. Assist with any social service programs as directed. Any other duties as assigned.
ADMINISTRATIVE DUTIES ASSIGNED:
- Preparing and sending correspondence as requested
- Running reports and compiling information/statistics as requested (i.e. GIK, TLP deposit log, Gift Card Inventory).
- Sort, process and record all incoming mail with a second person
- Complete all departmental filing (i.e. invoices, social services, payroll).
- Code all bills for approval by Corps Officer, scan and submit to AP Workflow.
- Maintain vendor files
- Maintain control and records of petty cash fund (including receipts) maintain an appropriate level of cash on hand, balance monthly, and request replenishment as needed
- Maintain and control gas/credit cards of local businesses for purchasing supplies
- Coordinate employee usage of company credit cards (not to include Chase Corporate Credit cards)
- Prepare deposits (including sending income to Portfolio lockbox) and do the banking using a corps vehicle or submitting personal vehicle mileage for reimbursement. If unable to go to the bank, make arrangements with Supervisor to make deposit.
- Maintain and control tithes – input tithes to Stewardship database preferably weekly but no later than monthly.
- Maintain supply inventory and order replacement supplies as necessary
- Serve as back-up for Receptionist
- Perform other administrative functions as requested
SOCIAL SERVICES DUTIES ASSIGNED
- Conducts rental and utility assistance under the direction of department head.
- Assists in Pathway of Hope client screening
- Reception, Information, and referral
- Assist as directed with Hot lunch program, food box program, rental assistance, all other direct services
- Assist with Holiday meals, Back to School program and other events as assigned.
VOLUNTEER SERVICES
- Complete and ensure volunteer paperwork is accurate, transmit to DHQ, and maintain file record.
EDUCATION AND WORK EXPERIENCE
- HS Graduate or equivalent
- Minimum of 2 years of experience in one or more of the following fields: General assistance in Social Services directed to at-risk populations
- Volunteer Service Management
- Salvation Army Bell Ringing (preferred)
- Valid Wa. State driver’s license, pass TSA Driver's training
- Successfully pass a background check and complete Protect the Mission Training
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
- Detail-oriented and attention to detail
- Self-starter
- Team player
- Strong use of the English language in verbal and written communication
- (Spelling - 90%, Grammar – 85%)
- Excellent telephone skills
- Ability to work in a fast-paced environment and maintain poise under pressure
- Customer service mindset
- General accounting or bookkeeping knowledge
- Strong analytical and research skills
- Proficient typing skills (60 words per minute)
- General knowledge of business protocols
- Ability and willingness to keep information confidential
SOFTWARE-RELATED SKILLS
- Microsoft Word and Excel are required
- Microsoft PowerPoint is helpful
- Outlook, helpful
- Working knowledge of integrated database applications and ability to use new software programs with basic training.
PHYSICAL REQUIREMENTS
- Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
- Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
- Ability to operate a telephone
- Ability to operate a desktop or laptop computer
- Ability to lift up to 25 lbs. (usually file boxes
- Ability to access and produce information from a computer
- Ability to understand written information
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 meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is a reasonable and no undue hardship would result.
Equal Employment Opportunity Employer. Minorities/Women/Veterans/People with Disabilities.
