Office Assistant

at The Salvation Army USA Central Territory in Waukegan, Illinois, United States

Job Description

THE SALVATION ARMY
NORTH & CENTRAL ILLINOIS DIVISION
WAUKEGAN CORPS
POSITION DESCRIPTION

POSITION TITLE: Office Assistant
LOCATION/DEPT: Waukegan Corps
REPORTS TO: Corps Officers
FLSA CATEGORY: Non-Exempt
STATUS TYPE: RFT

OUTCOMES
Administrative support will be provided for the Corps in order to ensure that the functions of this position are effectively achieved. This includes assistance with written and oral communications, with planning and implementation of events as well as maintaining data management systems (paper files and electronic data files). A liaison will also exist with divisional departments and sites.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Perform general secretarial and office administrative duties including typing, filing, handling mail, managing appointments, handling incoming/outgoing phone calls and other related duties.
Warmly greet, answer, direct and provide referrals as appropriate to guests and callers.
Check answering machine; record any updated message as needed.
Greet all visitors to The Salvation Army, referring them to the appropriate individual for assistance.
Maintain proper image of The Salvation Army and generate positive public relations, both with clients and donors.
Open incoming mail and distribute to appropriate staff.
Distribute internal corps mail in appropriate corps members and /or local officer's mailboxes.
Stock and maintain corps literature racks in neat and orderly condition.
Receive deliveries and route to appropriate staff member.
Assist Social Service clients in completing their initial intake forms and scheduling appointments.
Be responsible for the operation of the copier. Assist in the copying of invoice vouchers for payment.
Assist in keeping accurate corps statistical records, including distributing and collecting weekly attendance reports that are printed using Shelby group module. Submit and maintain monthly statistical reports to Divisional Headquarters (DHQ) the first week of the month.
Prepare and print a weekly worship service bulletin and prayer list. Print children's Sunday worship bulletins.
Attend monthly Corps Council and Advisory Council meetings, take/type minutes and submit to Divisional Headquarters and Corps/Advisory Council members.
Keep lists(s) of hospitalized corps members, special prayer requests, deaths, births, and other important events. Order flowers from corps at Corps Officer's request.
Assist with serving the regular food pantry Maintain and organize food pantry. Ensure that shelves are well-organized and older food is distributed first.
Perform all other duties as assigned.
REPORTING RELATIONSHIPS
Under general supervision of the Corps Officers with minimal freedom to plan, schedule and carry out responsibilities within established policies and guidelines.

This individual relates to, and interacts with, a wide range of contacts both within and outside the Salvation Army. In these contacts they act as a representative of the Army and its mission.

PERFORMANCE MEASUREMENTS
This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy, and completeness of accomplishing assigned goals.

A 30, 60, and 90-day performance review will be conducted.

EDUCATION/EXPERIENCE
High School diploma or GED equivalent preferred.
2 years of experience in an administrative assistant or secretarial position.
Experience with a computer-based work environment and an excellent working knowledge of Microsoft Office 365.
Bilingual English/Spanish required.
COMPETENCIES
Excellent communication (verbal and written) and interpersonal skills, using diplomacy and good judgment.
Demonstrated ability to use initiative and be a self-starter.
Demonstrated ability to multitask.
A positive attitude and the ability to be flexible considering changing job situations/priorities.
Supportive of the mission of The Salvation Army.
An ability to work with confidential material.
POSITION LIMITATIONS
This individual will only commit Army resources that have been allocated or approved.
This individual will keep the Corps Officers informed on all critical issues relating to their area of responsibility.
This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.
PHYSICAL DEMANDS/WORK... For full info follow application link.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. The Salvation Army is committed to providing reasonable accommodation for qualified job applicants, job candidates, and employees with disabilities to ensure they enjoy equal access to all employment opportunities and benefits of employment as required by the Americans with Disabilities Act. EEO is the Law.