Job Details

Requisition Number 19-0619- Administrative Assistant
Post Date 10/3/2019
Title Administrative Assistant
City Honolulu
State HI
Description THE SALVATION ARMY HAWAIIAN &
PACIFIC ISLANDS DIVISION
JOB DESCRIPTION
ADMINISTRATIVE ASSISTANT
Department: Development Department
Position Title: Administrative Assistant
Supervisor: Director of Development
FLSA Status: Non-exempt, Full-Time
Date: October 2019
General Statement: The Salvation Army is a branch of the Christian Church, and the ultimate
goal of all programs is a spiritual 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 love for God. Its mission is to preach the Gospel of Jesus Christ and
meet human needs in His name without discrimination.
JOB SUMMARY: The Administrative Assistant is responsible for providing day-to day
administrative tasks/support to the Divisional Director of Development (DOD) and Department
Team Members to ensure the office operates smoothly and efficiently. Overall responsibilities
include providing general office and clerical support, errands, calendaring, preparation of
correspondence/reports, travel arrangements, prepare/take meeting minutes, basic bookkeeping
and other organizational tasks. Requires strong computer and Internet research skills, flexibility,
excellent interpersonal skills, project coordination experience, and the ability to work well with
all levels of internal management and staff, outside clients and vendors. Sensitivity to
confidential matters is required.
ESSENTIAL QUALIFICATIONS
 Valid driver’s license
 Bachelor’s Degree
 3+ years executive administrative work-related experience
 Computer proficient in MS Word, Excel, Outlook, and PowerPoint
 Familiarity with relational databases
 Type 55+ wpm with accuracy
 Professional and excellent written and verbal communication skills
 Excellent spelling & grammar
 Ability to organize a daily workload by priorities.
 Meet deadlines in a fast-paced quickly changing environment.
 Proactive approach to problem-solving with strong decision-making skills.
ESSENTIAL FUNCTIONS:
 Office Maintenance and Support:
 Coordinate appointments and meetings and manages DOD calendar and schedules;
maintains Department event calendar; schedules and confirms appointments/ meetings,
prepares agenda, reserves meetings rooms and coordinates catering for luncheons as
needed.
 Organize and maintain the cleanliness of common office areas, annual office clean-up,
and submission and coordination of office/building maintenance requests.
 Maintain staff attendance and submission of time off paperwork to HR.
 Purchase office supplies and equipment and maintain proper supply inventory.
 Maintain telephone/office equipment, includes re-ordering paper, toner, and placing
service calls.
 Make necessary travel arrangements, i.e., airline, rental car and hotel.
 Answer telephone, direct calls to appropriate parties, take messages, and provide routine
information to callers.
 Process and submit requests for CFC approval.
 Process and scan various documents for payment thru AP workflow.
 Maintain basic budget tracking as directed by the DOD.
 Open and distribute incoming mail at least three times a week with Finance Department
staff member and prepare Donor Receipt Logs for monetary donations.
 Compose, prepare, and distribute/mail, meeting notes, presentations, general
correspondence, e.g., acknowledgements, year-end tax receipts, prayer cards, and file or
upload correspondence/communications to respective locations.
 Assists in reconciling monies received during the kettle/holiday season and at special
events/fundraising activities.
 Utilize various software, including word processing, spreadsheets, databases, and
presentation software.
 Handle confidential information relating to clients and personnel.
 Advisory Board:
 Assist in scheduling/invite to Board and sub-committee meetings and
prepare/distribute agenda.
 Attend meetings and take, organize, maintain and finalize minutes from Board and
subcommittee meetings.
 Pickup and setup of lunches for Board/Committee meetings.
 Responsible for keeping Board Directories, Board Orientation Materials and
Induction process organized and updated.
 Grants:
 Meet with Grants Writer and DOD to plan and execute grant process.
 Assist with coordination of all documents for submittal of grants and obtain required
signatures on documents.
 Assist and follow-up on grant status and obtain info related to budget
changes when necessary.
 Ensure approved grants, signed documents and receipt of donations are properly
documented, filed and respective parties notified.
 Donor Management/Relations:
 Familiarize self with all The Salvation Army programs and various gift agreement
procedures.
 Assist with upkeep of Donor Management System, i.e., update donor profiles.
 Maintain and generate donor invitation lists and distribution of materials.
 Assist the Planned Giving Director and Major Gift Fundraiser as needed.
 Assist with planning and execution of donor cultivation events, receptions, and
functions as needed.
OTHER FUNCTIONS:
 Performs other duties as assigned.
MENTAL DEMANDS:
 Work under stressful conditions
 Interact with others with courtesy and tact
 Manage and prioritize multiple projects in an organized and efficient manner to meet
tight deadlines
 Respond to crisis situations in a calm and effective manner
 Complete projects on schedule
 Maintain confidentiality
 Maintain regular and punctual work attendance
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 up to 25 pounds
and occasionally more than 50 pounds; traveling by airplane.
COMMUNICATION DEMANDS:
The position requires talking to co-workers, clients, vendors; requires written communication
to and from co-workers, clients, vendor; talking on the telephones; 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
SKILLS/TECHNICAL KNOWLEDGE:
 Valid Hawaii driver’s license
 Travel off-island as necessary (if needed)
EQUIPMENT NEEDS:
Use office equipment such as computers, photocopiers, scanners, calculators, etc.
DESCRIPTION OF WORK ENVIRONMENT:
Most work will be indoors at Divisional Headquarters. Attendance at trainings in Hawaii may
be required (if needed).
NOTES:
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.
Employee’s Signature: Date
REVISED: 9/16/19
  • 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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