Office Coordinator (8238)

Job Summary:

Ensures the accomplishment of the various office and secretarial tasks in the most efficient and effective

manner possible; prepares various routine and special reports to keep the Officers abreast of progress ;

completes all human resources functions for Corps.

Essential Functions:

This job description should not be interpreted as all inclusive. It is intended to identify the

essential functions and requirements of this position. The incumbent may be requested to

perform job-related responsibilities and tasks other than those stated in this job description.

Office Coordinating Responsibilities (60%)

Prepares, types, and processes correspondence, check requests, audit sheets, forms, invoices, legal

documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness, and timeliness of the

same.

Serves as staff liaison to the local Advisory Council; maintains the roster for the local Advisory Council;

sets up the meeting room for all advisory council meetings; takes, maintains, and distributes meeting

minutes.

Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an accurate,

complete, and timely manner; updates, posts and indexes information and inputs data to maintain office

records; researches office files to locate specific information found in documents, correspondence, lists,

forms, etc. in order to prepare specific reports.

Prepares and proofs various routine reports; compiles and records information and statistics necessary to

generate routine reports; proofs reports for errors and to ensure they are grammatically correct.

Receives and responds to questions or problems regarding the office operations; researches information

in order to provide information or resolve problems in a timely manner.

Receives, sorts, collates and distributes mail in an accurate and timely manner; ensures that all mail

received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.

Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents;

maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and

efficient manner.

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.

Participates in regular staff meetings with the office employees to discuss work priorities, practices, and

procedures; resolves operational and personnel problems; provides recommendations for improvements

and/or enhancements in office productivity.

Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the

needs of the department; prepares purchase requisitions and orders equipment and any other special

items required for the office operations.Human Resources Responsibilities (20%)

Completes all employment action documentation for Corps employees including but not limited to new

hire, background checks, E-Verify, classification changes, and separation, FMLA, insurance, and workers

compensation.

Prescreens and interviews applicants for prospective employment; assists the Corps Officers with all

aspects of the recruitment process as requested by the Corps Officers.

Conducts new hire orientation for new employees; explains policies, procedures, and mission statement

to all new employees; completes and maintains employment files for employees.

Ensures paperwork is submitted to Area Command Human Resources for review and approval by the

Divisional Finance Board in a timely manner.

Completes and submits paperwork for Christmas Seasonal employees to Area Command Human

Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.

Volunteer Coordination Responsibilities (10%)

Maintains ongoing development and promotion of a wide range of volunteer opportunities with The

Salvation Army local Corps; recruits, trains, interviews and screens all volunteers needed to support

Corps projects.

Coordinates all volunteer activities and work assignments; reviews written reports and observes work

activities of volunteers to evaluate performance; assists in identifying and recommending changes in

assignment of volunteer staff; informs volunteers of policies, procedures, and standards of service.

Prepares and maintains up-to-date records on all volunteers; prepares timely statistical and activity

reports on volunteer and corporate and community participation; prepares annual report regarding the

status of the corporate and community relations program.

Coordinates volunteer recruitment for Christmas campaigns; contacts participating mall offices;

acknowledges on-site Angel Tree sponsors to ensure they are properly recognized and thanked for their

service.

Assigns the work of community service workers and submits paperwork to Adult Probation Services;

serves as a liaison to parole officers and completes court-ordered paperwork.

Event Coordination Responsibilities (10%)

Coordinates, assists with, and participates in special events including Red Kettle, Angel Tree, volunteer

appreciation, and other events as assigned; secures and coordinates outside vendors and volunteers;

participates on the day-of event to ensure a smooth flow.

Other Responsibilities:

Makes travel arrangements including flights and lodging accommodations for office personnel and/or

conference attendees.

Updates the Disposition of Forces (Dispo), Minute Book, and/or departmental manuals to reflect any

changes as they occur; ensures that the same is maintained and updated in an accurate, complete, and

timely manner.

Performs other duties as assigned.

Materials and Equipment:

Personal Computer General Office Equipment

Knowledge, Skills and Abilities:Knowledge of modern office methods, procedures, and practices.

Ability to answer the telephone in a courteous and tactful manner.

Ability to learn and become proficient in specific computer software.

Ability to maintain the confidential nature of the work.

Ability to follow instructions plans and organizes work, and work under limited supervision.

Ability to present a positive and professional image of The Salvation Army.