Job Details

Requisition Number 06045 Admin Asst to ADMN/CD 03/11
Post Date 3/11/2019
Title Administrative Assistant
City Ewa Beach
State HI
Description POSITION TITLE: Administrative Assistant to the Administrator and Center Director
DEPARTMENT: Ray and Joan Kroc Corps Community Center (RJKCCC)
SUPERVISOR: Center Director
FLSA STATUS: Non-Exempt
CLASSIFICATION: Full Time, Hourly

GENERAL STATEMENT: The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is a spiritual, emotional and physical regeneration of all people.

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.

KROC CENTER HAWAII VISION: Kroc Center Hawaii is a community center where families, individuals and relationships thrive in the name of Jesus.

POSITION SUMMARY: The Administrative Assistant to the Administrator and Center Director will provide general administrative and secretarial support to the Center Director and the Administrator/Corps Officers. The Administrative Assistant to the Administrator and Center Director will have a deep commitment to the mission of The Salvation Army, which will be evident in his or her professional life and the manner in which he or she represents The Salvation Army Ray and Joan Kroc Corps Community Center in the community.

REQUIRED EDUCATION AND EXPERIENCE:
1. Must be a high school graduate and have 3 to 5 years administrative assistant experience in a large church or corporate setting.
2. Ability to coordinate a multiple staff business office.
3. Ability to prioritize work and multi-task simultaneous projects.
4. At least three years experience in supervising staff and/or volunteers.
5. Be cordial, friendly and professional in carrying out of job responsibilities.
6. Have a comprehensive proficiency in the most current version of Windows, which includes Microsoft Word, Access, PowerPoint and Excel.
7. Demonstrates good judgment, resourcefulness, flexibility, attention to detail, and ability to maintain the highest level of confidentiality.
8. Service-oriented team player who can take initiative, work independently and quickly adapt in a fast-paced environment.
9. Ability to read, write, speak and have a good command of the English language.
10. Have excellent interpersonal and phone skills.
11. Interact professionally and work well with other employees, customers, members, volunteers and donors while maintaining the standards of The Salvation Army.
12. Be able to work with all ethnic and socio-economic populations. Possess sensitivity and awareness of diverse cultural perspectives and the ability to work with diverse populations.
13. Have or obtain within 10 days a valid Hawaii Driver’s license and insured transportation.
14. Abide by Salvation Army Policies and Procedures and have an acceptance of Salvation Army philosophy and mission.
15. Able to occasionally work weekends/evening hours and must have willingness and ability to travel.
16. Ability to effectively understand, reflect, communicate the Christian principles, mission, goals, and strengths of The Salvation Army and The Salvation Army Ray and Joan Kroc Corps Community Center.
17. Maintain a professional attitude and approach to problem solving.
18. Excellent oral and written communication skills.
19. Strong motivational and management skills.
20. Certification by and participation in The Salvation Army’s Fleet Safety Program on an annual basis.

PREFERRED EDUCATION AND EXPERIENCE:
1. BA in Business Administration or any 4 year degree.
2. Ability to type at least 70 words per minute.
3. 5 to 10 years administrative assistant experience in a large church or corporate setting.

ESSENTIAL FUNCTIONS:
1. Provide administrative and secretarial service for the Center Director and Administrator/Corps Officers.
2. Compose and type routine correspondence to all levels of staff, members, volunteers, donors, and DHQ as needed.
3. When needed – open mail, sort and answer routine correspondence.
4. Process all outgoing mail daily. This includes updating the postage machine and reporting monthly to the Finance Department.
5. After discussing matters with the Administrator and Center Director; prepare correspondence and send out.
6. Maintain a bring-up system and provide to Center Director and Administrator daily. Will send out routine reminders when items are overdue from bring-up system.
7. Process items for CFC Command Finance Council, DPC Divisional Program Council, Advisory Committees, etc.
8. Process Certificate of Insurance (COI) requests from DHQ/THQ.
9. Maintain an office procedure manual that will ensure that all individuals under your supervision are completing assigned tasks. Will monitor rest and meal breaks according to established procedures.
10. Record minutes at all key departmental meetings. Will produce and distribute within 24 hours of said meeting to all parties involved.
11. Oversee hosting duties for meetings including the preparation and ordering of food and beverages.
12. Oversee the maintenance of calendar for the departmental conference room. This will include but is not limited to developing a schedule and distributing to all parties involved on a monthly basis, all physical arrangements, (room arrangement, menu, snacks, etc).
13. Coordinate 2nd Floor administrative kitchen duties.
14. Maintain and update a calendar of all scheduled appointments for the Center Director and Administrator. This includes making any travel and hotel arrangements as required.
15. Assist in reserving rooms/venues for internal use in the RMS
16. Prepare agenda for weekly meetings with all direct reports to the Center Director and Administrator.
17. Submit TED applications for approval for employees attending conferences.
18. Oversee the preparation of requisitions for supplies, floral arrangements and departmental repairs as needed.
19. Procure office supplies for all departments. This includes toner for all Admin HP laser jets, paper for all printers and copiers, and general supplies.
20. Will assign and ensure pick up of mail and/or correspondence on a daily basis, including any correspondence between DHQ.
21. In coordination with the Associate Director of Finance and F&B, handle purchases and procurement of needed items for the various departments.
22. Maintain an up-to-date directory of key employees and any other resource material for the Ray & Joan Kroc Corps Community Center.
23. Maintain an up-to-date inventory of all office equipment.
24. Coordinate and produce the Manager on Duty (MOD) schedule quarterly.
25. Assist in coordinating Managers’ Meetings and Retreats – agenda, minutes, logistic.
26. Maintain and coordinate the weekly edition of the Kroc Konnection (communication with the employees). Share the load with other administrative assistants.
27. Collect statistical information from various RJKCCC programs. Ensure that statistics are inputted into database program and reports generated to DHQ on a monthly basis when needed.
28. Prepare and process all reports required for the Annual Divisional review and annual RJKCCC review.
29. Maintain confidential files for all programs, property matters, contracts, social service matters, licenses, etc. This would include but is not limited to: Salvation Army requirements, federal, state, county and city requirements, etc.
30. Assist in the preparation of grant applications, special reports, proposals, etc:
31. Prepare research materials, as directed including background data, charts and graphs, demographics.
32. Conduct research, as directed, to determine characteristic patterns, background and interests as needed.
33. Set up office procedure and tickler files, which will ensure that each project is followed to completion.
34. Establish and maintain all computer records as directed by the Center Director and Administrator.
35. Assist with special events as assigned. (i.e. Kroctoberfest, A Touch of Christmas, etc.)
36. Carry out decisions and instructions given by the Center Director and Administrator in accordance with Salvation Army policy and procedures.

OTHER FUNCTIONS:
1. Perform other duties as assigned.

MENTAL DEMANDS:
1. Works in an office environment with frequent interruptions, multiple deadlines, and competing priorities.
2. Work under stressful conditions
3. Interact with others with courtesy and tact, emote the “Aloha Spirit”
4. Manage and prioritize multiple projects in an organized and efficient manner to meet tight deadlines
5. Respond to crisis situations in a calm and effective manner
6. Complete projects on schedule

PHYSICAL DEMANDS:
The position requires sitting; climbing and/or balancing; stooping, kneeling, bending, stretching, crouching and/or crawling; standing; walking; manual dexterity and eye-hand coordination; use of vision; driving a vehicle; pushing/pulling/lifting/carrying 25-50 pounds and occasionally more than 50 pounds; traveling by airplane. This employee may also be required to work weekends and evenings.

COMMUNICATION DEMANDS:
The position requires talking to co-workers, clients, vendors; requires written communication to and from co-workers, clients, vendor; talking on the telephone; requires responding to written or verbal requests of co-workers, clients, and vendors; requires training/giving verbal and written instructions; requires receiving verbal and written instructions; requires writing/composing written language; requires reading; requires visiting/working at other worksites; requires communication via the latest technologies.

EQUIPMENT NEEDS:
Equipment used includes general office equipment such as computers, photocopiers, scanners, printers, fax machines, telephone (office, cell, PDA), microphones, audio-visual equipment, 10-key calculator, and automobile.

DESCRIPTION OF WORK ENVIRONMENT:
Most work will be indoors at the RJKCCC administration office. There will also be times where this employee will be outdoors at the RJKCCC for official events and activities. Attendance at trainings and conferences, both in Hawaii and on the mainland, may be required. Extensive travel is possible, including air travel, driving long distances, night driving, overnight travel, and extended travel of three days or more.

NOTES:
** Must have a valid driver’s license and insured transportation.
** Will require a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction will be considered.

The information in this job description indicates the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

• Interested parties must apply online at http://www.kroccenterhawaii.org/careers.html

Equal Opportunity Employer. Minorities/Women/Protected Veterans/Individuals with Disabilities.

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • 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)
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