Job Details

Requisition Number 20-2402
Post Date 7/31/2020
Title Administrative Assistant
Posted Salary $15.00
City Long Beach
State CA
Description PART TIME ADMINISTRATIVE ASSISTANT

QUALIFICATIONS:

• AA Degree
• Minimum three years offices experience with supervisory experience a plus.
• Able to operate basic office machines including typewriter, computer, calculator, photocopier, time clock and telephone.
• Knowledge of Windows 2000, MSWord, Excel and Publisher with ability to learn additional software as appropriate.
• Able to type 60 WPM.
• Able to transcribe from a Dictaphone.
• Ability to spell correctly and edit correspondence for correct grammar and usage of the English language.
• Ability to track on multiple tasks efficiently, completing each in a professional and timely fashion.
• Professional judgment and integrity in handling confidential material.
• Knowledge of Salvation Army terminology and procedures preferred.

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 other office equipment.
• Ability to communicate clearly on the telephone.
• Ability to lift up to 30 lbs.
• Ability to perform various repetitive motion tasks.


ESSENTIAL JOB DUTIES:

1. Responsible for the management and smooth running of the Administration Office.
2. Coordinates with the Administrator for Business and other department supervisors to maintain structure and function of the Center in the Administrator’s absence.
3. Schedules appointments and meetings for the Administrator, and notifies people required to attend.
4. Answers all incoming calls on their own and Administrator’s extension.
5. Responsible for creating and maintain filing system in conjunction with Territorial Headquarters specifications.
6. Attend Advisory Council meeting and supervisory staff meeting. Responsible for taking minutes, typing and distributing these minutes on Administrator’s approval.
7. Responsible for gathering and recording of statistical information. Ensures that accurate records are kept on file and that statistics are reported to Command in a timely manner.
8. Keep calendar of guest for Center apartments. Notify the appropriate supervisors.
9. Make airline, hotel, etc. reservations as necessary.
10. Compose own correspondence, memos, thank you letters and distributes as appropriate.
11. Responsible for processing all purchase orders between various Departments and Administrator for approval. Maintain accurate log of all P.O request.
12. Issues blank purchase orders to designated person and maintains log of issued purchase orders.
13. Files copies of all approved purchase request and purchase orders along with packing and delivery slips until matched with orders.
14. Sorts and opens Center mail according to TSA policy and maintain check/donation logbook.
15. Prepares Local and Travel Expense Vouchers for the Administrator.
16. Processes requisitions and transmits to THQ for approval.
17. Processes paperwork for all donated vehicles including thank you/receipt letters, DMV forms, Excel spreadsheet and ARCC policy paperwork.
18. Receives store daily sales reports for accuracy and follows up with Store Managers when reports are missing or incomplete.
19. Responsible for receiving customer complaints and seeing that action is taken to resolve the conflict in the most efficient way with appropriate director/manager.
20. Handles various matters of publicity as assigned. Assists with the organization of events, which will promote the respect, and support of the center such as Good Turn Day, Salvation Army Day, etc.
21. Responsible for the preparation and implementation of ideas and activities necessary for the Annual Sobriety Recognition Dinner. This includes working closely with the center Administrator and Advisory Council dinner committee. Responsible for keeping accurate record of income, expenses, program, etc. Maintain accurate address list, Public Relations as necessary, printing tasks as required, menu implementation and contracts.
22. Provide Public Relations support in fielding donor inquiries and soliciting their support for the ARC program specifically.
23. Provide information and referral for social service inquiries.
24. Promote public awareness by creating information tools, which can be used to educate the public about the ARC program.
25. Responsible for maintaining stationary supplies, including copy paper, letterhead and envelopes for center. Assists all departments in acquisition of necessary supplies by keeping catalogs for approved vendor on hand. Fax orders as needed. Order needed supplies from THQ.
26. Arrange for shipping items when needed. Organization and maintenance of vendors and systems to obtain printing and shipping services as necessary and informing all departments of these vendors and procedures.
27. Maintain confidentiality in accordance with established policies and laws in order to help maintain the integrity of the total program.
28. Assists the Director of Special Services as needed, including Auxiliary meetings, RSVP’s flyers, fundraising events, etc.
29. Prepares Wednesday and Sunday Program Bulletin for chapel services.
30. Recommended Reading: My Brother, New Frontier, War Cry, Year Book.
31. Other written or verbal duties as may be assigned by the Administrator or designate.
32. Perform a variety of clerical work for Rehabilitation Services staff including typing and mailing correspondence. Greet visitors, beneficiaries and staff courteously and direct them appropriately. Answers telephone, take messages for rehabilitation Services staff, answer basic questions about program, schedule appointments for Director and make telephone calls as assigned. Routes mail and other correspondence to appropriate personnel.
33. Processes new beneficiary applications. Assist intake counselors by checking BTS and Megan’s Law, taking photos for badges, and supervising observed urines for applicants of the same gender when necessary.
34. Prepare and maintain all beneficiary files including regular update of computer database on beneficiaries. Ensures security of beneficiary files and maintains a log of all files checked out for use by staff or interns. Initial set up includes preparing envelopes for each beneficiary.
35. Maintain Transitional Housing files and compile weekly reports.
36. Process discharge summaries and forward data to appropriate agencies and/or individuals.
37. Maintain record and data reporting systems.
38. Operate and maintain office equipment in proper working order. Prepare work orders, supply orders, request for service, etc. as needed or requested for Rehabilitation Manager approval in a timely manner.
39. Maintain organization chart and various manuals used by Rehabilitation Services Department.
40. Prepare and maintain lists for scheduled activities and personnel as needed including Gratuity Lists, Group Rosters, Counseling schedules, passes etc. as delegated and required.
41. Assemble and prepare all necessary documents for Weekly Case Conference, prepare agenda for case conference and prepare conference minutes. Attend and take minutes of all Case Conference and Rehabilitation Services Staff meetings. Attend other meetings as requested. Maintain up-to-date conference minutes.
42. Prepare all reports as required by the Rehabilitation Manager and the Administrator. Assist with program research projects as assigned.
43. Supervise receptionist and Program Office clerical interns. Manage counseling intern files.
44. Serve as a role model for all beneficiaries regarding behavior in beneficiary care areas.
45. Assure that safety measures are established and maintained consistent with ARC policy and governmental regulations
46. Maintain confidentiality in accordance with established policies and laws in order to help maintain the integrity of the total program.
47. Overtime. All overtime must have the written approval of the supervisor, Administrator or his designee. His initials must appear on the timecard besides the overtime hours.
48. Preform other duties as assigned by the Rehabilitation Manager or the ARC Administrator.
Requirements PART TIME ADMINISTRATIVE ASSISTANT

QUALIFICATIONS:

• AA Degree
• Minimum three years offices experience with supervisory experience a plus.
• Able to operate basic office machines including typewriter, computer, calculator, photocopier, time clock and telephone.
• Knowledge of Windows 2000, MSWord, Excel and Publisher with ability to learn additional software as appropriate.
• Able to type 60 WPM.
• Able to transcribe from a Dictaphone.
• Ability to spell correctly and edit correspondence for correct grammar and usage of the English language.
• Ability to track on multiple tasks efficiently, completing each in a professional and timely fashion.
• Professional judgment and integrity in handling confidential material.
• Knowledge of Salvation Army terminology and procedures preferred.

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 other office equipment.
• Ability to communicate clearly on the telephone.
• Ability to lift up to 30 lbs.
• Ability to perform various repetitive motion tasks.


ESSENTIAL JOB DUTIES:

1. Responsible for the management and smooth running of the Administration Office.
2. Coordinates with the Administrator for Business and other department supervisors to maintain structure and function of the Center in the Administrator’s absence.
3. Schedules appointments and meetings for the Administrator, and notifies people required to attend.
4. Answers all incoming calls on their own and Administrator’s extension.
5. Responsible for creating and maintain filing system in conjunction with Territorial Headquarters specifications.
6. Attend Advisory Council meeting and supervisory staff meeting. Responsible for taking minutes, typing and distributing these minutes on Administrator’s approval.
7. Responsible for gathering and recording of statistical information. Ensures that accurate records are kept on file and that statistics are reported to Command in a timely manner.
8. Keep calendar of guest for Center apartments. Notify the appropriate supervisors.
9. Make airline, hotel, etc. reservations as necessary.
10. Compose own correspondence, memos, thank you letters and distributes as appropriate.
11. Responsible for processing all purchase orders between various Departments and Administrator for approval. Maintain accurate log of all P.O request.
12. Issues blank purchase orders to designated person and maintains log of issued purchase orders.
13. Files copies of all approved purchase request and purchase orders along with packing and delivery slips until matched with orders.
14. Sorts and opens Center mail according to TSA policy and maintain check/donation logbook.
15. Prepares Local and Travel Expense Vouchers for the Administrator.
16. Processes requisitions and transmits to THQ for approval.
17. Processes paperwork for all donated vehicles including thank you/receipt letters, DMV forms, Excel spreadsheet and ARCC policy paperwork.
18. Receives store daily sales reports for accuracy and follows up with Store Managers when reports are missing or incomplete.
19. Responsible for receiving customer complaints and seeing that action is taken to resolve the conflict in the most efficient way with appropriate director/manager.
20. Handles various matters of publicity as assigned. Assists with the organization of events, which will promote the respect, and support of the center such as Good Turn Day, Salvation Army Day, etc.
21. Responsible for the preparation and implementation of ideas and activities necessary for the Annual Sobriety Recognition Dinner. This includes working closely with the center Administrator and Advisory Council dinner committee. Responsible for keeping accurate record of income, expenses, program, etc. Maintain accurate address list, Public Relations as necessary, printing tasks as required, menu implementation and contracts.
22. Provide Public Relations support in fielding donor inquiries and soliciting their support for the ARC program specifically.
23. Provide information and referral for social service inquiries.
24. Promote public awareness by creating information tools, which can be used to educate the public about the ARC program.
25. Responsible for maintaining stationary supplies, including copy paper, letterhead and envelopes for center. Assists all departments in acquisition of necessary supplies by keeping catalogs for approved vendor on hand. Fax orders as needed. Order needed supplies from THQ.
26. Arrange for shipping items when needed. Organization and maintenance of vendors and systems to obtain printing and shipping services as necessary and informing all departments of these vendors and procedures.
27. Maintain confidentiality in accordance with established policies and laws in order to help maintain the integrity of the total program.
28. Assists the Director of Special Services as needed, including Auxiliary meetings, RSVP’s flyers, fundraising events, etc.
29. Prepares Wednesday and Sunday Program Bulletin for chapel services.
30. Recommended Reading: My Brother, New Frontier, War Cry, Year Book.
31. Other written or verbal duties as may be assigned by the Administrator or designate.
32. Perform a variety of clerical work for Rehabilitation Services staff including typing and mailing correspondence. Greet visitors, beneficiaries and staff courteously and direct them appropriately. Answers telephone, take messages for rehabilitation Services staff, answer basic questions about program, schedule appointments for Director and make telephone calls as assigned. Routes mail and other correspondence to appropriate personnel.
33. Processes new beneficiary applications. Assist intake counselors by checking BTS and Megan’s Law, taking photos for badges, and supervising observed urines for applicants of the same gender when necessary.
34. Prepare and maintain all beneficiary files including regular update of computer database on beneficiaries. Ensures security of beneficiary files and maintains a log of all files checked out for use by staff or interns. Initial set up includes preparing envelopes for each beneficiary.
35. Maintain Transitional Housing files and compile weekly reports.
36. Process discharge summaries and forward data to appropriate agencies and/or individuals.
37. Maintain record and data reporting systems.
38. Operate and maintain office equipment in proper working order. Prepare work orders, supply orders, request for service, etc. as needed or requested for Rehabilitation Manager approval in a timely manner.
39. Maintain organization chart and various manuals used by Rehabilitation Services Department.
40. Prepare and maintain lists for scheduled activities and personnel as needed including Gratuity Lists, Group Rosters, Counseling schedules, passes etc. as delegated and required.
41. Assemble and prepare all necessary documents for Weekly Case Conference, prepare agenda for case conference and prepare conference minutes. Attend and take minutes of all Case Conference and Rehabilitation Services Staff meetings. Attend other meetings as requested. Maintain up-to-date conference minutes.
42. Prepare all reports as required by the Rehabilitation Manager and the Administrator. Assist with program research projects as assigned.
43. Supervise receptionist and Program Office clerical interns. Manage counseling intern files.
44. Serve as a role model for all beneficiaries regarding behavior in beneficiary care areas.
45. Assure that safety measures are established and maintained consistent with ARC policy and governmental regulations
46. Maintain confidentiality in accordance with established policies and laws in order to help maintain the integrity of the total program.
47. Overtime. All overtime must have the written approval of the supervisor, Administrator or his designee. His initials must appear on the time card besides the overtime hours.
48. Preform other duties as assigned by the Rehabilitation Manager or the ARC Administrator.
  • 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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