Administrative Assistant

The Salvation Army 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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

BASIC PURPOSE The purpose of this position is to be responsible for providing administrative support to the Family Services Supervisor and Sacramento County Operations Administrators.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Assistance Assignments

• Retrieves messages from voicemail and forwards to appropriate personnel.
• Answers incoming telephone calls, determines purpose of callers, and forward calls to the appropriate personnel department, or corps.
• Daily monitors referral websites, and forwards referrals to the appropriate case manager or resource.
• Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable.
• Answers questions about organization and provides callers with address, directions, and other information.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Schedule appointments for Caseworkers as needed.
• Update monthly calendars for all programs.
• Makes copies of correspondence or other printed materials.
• Prepare outgoing mail and correspondence, including e-mail and faxes.
• Distribute interoffice mail to appropriate personnel.
• Organize and maintain client file system and file correspondence and other records.
• Assist and collect personnel related paperwork and forward necessary documents to County Administration/Human Resources.
• Assists the Supervisors/Managers with the process of contract compliance, and with contract reports related to the programs, as assigned by supervisor or administrators.
• Provide support with special assignments.
• Provides donation receipts.
• Maintains inventory of office supplies and orders for Family Services.
• Performs other clerical duties as needed, such as filing, photocopying, and collating or any other duties assigned by the Supervisor or Administrators.
• Monitors visitor access.
• Assists with the coordination of volunteers with Family Services operations and events.

Administrative Support Assignments

• Provides administrative assistance to Lead Administrative Team:
• Assists with the gathering, inputting, and reporting monthly statistical and Gift in Kind reports.
• Data entry of maintenance expenses.

Case Management Assignments

• Assists Family Services clients with the completion of necessary forms to apply for assistance.
• Pre-screen and assists clients seeking a bus pass and/or food box.
• Pre-screens and pre-qualifies clients for all emergency assistances in the absence of Case Managers.
• Enters food boxes and food distribution information into database.
• Organizes and maintains client file system and files correspondence and other records.

Workforce Development Assignments

• Position facilitates the administration portion of the Sacramento Workforce Development Job training programs:
• Schedules construction training with training providers (2-3 times per year).
• Handles applications to job training programs, schedules applicant interviews with Culinary Instructors and Construction interviewer.
• Follows up with applicants regarding program information and getting applications finalized.
• Assists Salvation Army staff with arranging career support services for program graduates (resumes, interviewing, construction math, etc.).

Liaison to Other Salvation Army Programs

• Ensure social services has current information and promotional materials of all corps programs and services within Sacramento County.
• As the Spirit leads invite individuals and families to participate in corps programming.
• As the Spirit leads offer emotional and spiritual care to guest and clients, including prayer.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

• One to two years of office experience in a non-profit or public agency environment.
• Experience related to Human Services or related subject is highly desirable.
• One to three years experience and/or training; or equivalent combination of education and experience.
• Knowledge and experience with Microsoft Word and Excel and knowledge of accounting principles.
• Excellent verbal and written communication skills with staff and the public.
• Ability to maintain confidentiality with individual interactions with team members & clients.
• Must have ability to empathize, communicate and work with a variety of people from diverse backgrounds.
• Bi-lingual in English and Spanish.
• Ability to speak Russian a plus.
• Must possess a valid California Class C Driver License, and ability to drive a Salvation Army vehicle.
• Must be 21 years or older.
• Complete The Salvation Army vehicle course training.
• Ability to work well under pressure and meet deadlines.

PHYSICAL REQUIREMENTS:

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis.
• Ability to grasp, push, and/or pull objects.
• Ability to reach overhead.
• Ability to operate telephone.
• Ability to lift up to 25 lbs.
• Ability to operate a computer.
• Ability to process written, visual, and/or verbal information.
• Ability to operate basic office equipment and tools: PC, Fax Machine, Telephone, Calculator, Copier, Printer.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed would not result in undue hardship.