Job Details

Requisition Number 18-0018
Post Date 1/4/2018
Title Administrative Assistant
City Honolulu
State HI
Description THE SALVATION ARMY
HAWAIIAN & PACIFIC ISLANDS DIVISION
JOB DESCRIPTION
ADMINISTRATIVE DATA ASSISTANT


DEPARTMENT: Development
POSITION TITLE: Administrative Data Assistant
SUPERVISOR: Donor Data Management Director
FLSA STATUS: Non Exempt, 40 Hours a Week
DATE: July 2016

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: Working under the supervision of the Donor Data Management Director and closely with the Director of Planned Giving and Director of Donor Relations, the Administrative Data Assistant will be particularly responsible for entering, verifying, and processing donor data in our computer system and help to manage and cultivate donor relationships. The candidate must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends.

The Salvation Army will provide training to learn, use, and maintain the propriety donor management system.

Individuals must be able to use logic and reasoning to identify inconsistencies, alternative solutions, conclusions or approaches to problems, multi-task, effectively manage time, be detail oriented, and possess the ability to perform job duties proficiently while upholding confidentiality at all times.

ESSENTIAL QUALIFICATIONS

• High School Diploma (College Degree preferred)
• Data entry and account maintenance experience in marketing, fundraising and/or finance preferred
• 2+ years administrative and/or professional work-related experience
• Proficient in MS Word, Excel, Lotus Notes
• Works well with spreadsheets and Excel
• Familiar with relational databases

• Ability to prioritize multiple work tasks and to meet tight deadlines
• Maintain confidentiality
• Excellent communication skills, both verbal and written
• Must be proficient in English language skills for both reading and writing.
• Must be proactive, able to show initiative and work on his/her own.
• Must be detailed oriented and well organized.
• Must exhibit a positive attitude and enjoy working both independently and in teams.

ESSENTIAL FUNCTIONS:
Data Processing Support
The successful candidate will support the Donor Data Management Director (50%)
Learn the functions of Portfolio, TSA’s donor database management system.

1) The Administrative Data Assistant will be particularly responsible for the following:

2) Process incoming morning mail daily.

3) Gift Processing -
Prepare donation batches to be entered and posted in our donor database. Verify each gift by type, appeal and/or designation and that each batch is entered correctly. Post donations to donor records, receipting the donor if requested or necessary, and making any changes to the donor's information that may be requested or needed.

4) Acknowledgements -
Generate general correspondence, e.g. thank you acknowledgement, prayer cards, in memoriam, in honor of, and files for receipt of gifts to contributors.

5) Misc Transaction Maintenance -
Update donor records accordingly; assist Director with updating and reconciling transaction data.

Set up and manage paper or electronic filing systems, recording information, updating paperwork or maintaining documents.

Work with time sensitive data and ensure timely data entry.

Adhere to the detailed instructions of entering donor and campaign information to insure accuracy. Consult with supervisor on any uncertainties and suggestions.

6) Manage telephone and electronic communications.

This position is a facilitator of data information exchange and when needed, the Administrative Data Assistant will need to work with other departments to research and pull data for various inquiries and reports.

The Administrative Data Assistant ensures prompt, friendly and efficient customer service internally to TSA staff, to donors, to TSA units, and to vendors, meeting agreed performance standards as required.

Planned Giving and Donor Relations Support
The successful candidate will support the Director of Planned Giving and Director of Donor Relations (25% each = 50%)

1)Provide administrative and donor development expertise to the Director of Planned Giving and Director of Donor Relations which include, but not limited to: airline and hotel arrangements, mailing correspondence to THQ, and mailing all FedEx documents to THQ.

2) Develop effective written donor correspondence designed to meet the specialized needs of the donor and the department.

3) Create, print and send accurate acknowledgements along with other Planned Giving and Donor Relations correspondence in a timely manner.

4) Expedite requests and inquiries from callers, visitors, staff, board members and volunteers in an effective and professional manner.

5) Assist in coordinating scheduling of donor and prospective donor appointments with the Director of Planned Giving and Director of Donor Relations.

6) Assist in creation, preparation and distribution of Development materials.

7) Responsible for all planned giving illustrations for existing charitable gift annuity (cga), prospect and bequest donors due by October 15 for the Fall and March 15th for the Spring.
10) Assist the Development team during emergency needs and peak Holiday Season. Provide support and assistance in other special projects and events as initiated by supervisor

11) Working alongside the Development Coordinator, assist with taking the reservations, planning, and execution of small donor events, stewardship, and cultivation activities (i.e. donor tours, cultivation dinners, lunch and learns, etc.)

12) Process donations to the organization and ensure proper donor acknowledgement in line with agency policy and procedures.

13) Coordinate and ensure proper and timely special recognition for donors in line with agency standards and guidelines.

14) Provide staff support for other development functions.

15) Other duties as assigned by the Director(s) as they relate to this position.

OTHER FUNCTIONS:
Performs other duties as assigned.

MENTAL DEMANDS:
• 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 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 25-50 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:


8) Initiate donor research and interact with staff to identify new major donor & planned giving prospects.

9) Maintain confidential donor database, files and records.
10) Assist the Development team during emergency needs and peak Holiday Season. Provide support and assistance in other special projects and events as initiated by supervisor

11) Working alongside the Development Coordinator, assist with taking the reservations, planning, and execution of small donor events, stewardship, and cultivation activities (i.e. donor tours, cultivation dinners, lunch and learns, etc.)

12) Process donations to the organization and ensure proper donor acknowledgement in line with agency policy and procedures.

13) Coordinate and ensure proper and timely special recognition for donors in line with agency standards and guidelines.

14) Provide staff support for other development functions.

15) Other duties as assigned by the Director(s) as they relate to this position.

OTHER FUNCTIONS:
Performs other duties as assigned.

MENTAL DEMANDS:
• 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 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 25-50 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:
1) Valid Hawaii driver’s license
2) Travel off-island as necessary

EQUIPMENT NEEDS:
Use office equipment such as computers, photocopiers, scanners, calculators, etc.

DESCRIPTION OF WORK ENVIRONMENT:
Work will be indoors at the Divisional Headquarters. Attendance at trainings, both in Hawaii and on the mainland may be required.



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


_______________________________________________________________
Employee’s Signature: Date

  • 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)
Apply On-line
Send This Job to a Friend