The Salvation Army Central Territory
Administrative Assistant
The Salvation Army Central Territory, Hoffman Estates, Illinois, us, 60179
Job Description
Are you ready to make a real difference in the world? At the Salvation Army, we are on a mission to provide hope, relief, and support to those in need, and we are looking for passionate, dedicated individuals to join our team. As a part of our compassionate community, you will have the opportunity to transform lives and inspire positive change every single day. Whether you're driven by a desire to help the homeless, feed the needy, support disaster relief efforts, or work for our Central Territory Headquarters in finance, the arts or fundraising the Salvation Army offers a diverse range of opportunities where your skills and commitment can shine. Where every job is more than just a role-it's a calling to make a tangible impact in our communities. If you are looking for a fulfilling career that aligns with your values and desire to make the world a better place, explore the opportunities at the Salvation Army. Together, we can create a brighter future for those who need it most!
Central Territory Headquarters LI
Job Objective:
This position assists with the efficient and effective operation of the Business Administration Section through complex administrative and clerical support. The position requires handling of confidential personnel and financial matters, adapting to frequent changes in priority of the workflow. While reporting to the BA, this position will directly support the Director of Investor Relations and Business Compliance (DIRBC) as a shared administrative assistant. This position functions with very little direct supervision.
Essential Functions:
This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of the position. Other job-related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.
Compose correspondence for the Secretary for Business Administration (SFBA)Maintain SFBA's calendar and schedule appointmentsAnswer phone and provide assistance to callersPrepare SFBA's monthly Itinerary for Chief Secretary's officeArrange travel and housing for SFBA and DIRBC as needed.Manage SFBA bring-up filesAssist in the preparation and follow up of documents for the National Business Administration Conference as well as any commissions so assigned.Assist with administrative tasks as needed for the Director of Investor Relations and Business Compliance DIR/BCProcess incoming communications and determine proper distribution to Business Section staff, as appropriateDirect or complete items received in the USC Business mailbox that are time sensitive, require special handling or are high priority correspondence, particularly when related to matters of urgency or confidentiality for the Territorial Commander, Chief Secretary or SBAMay be required to render decisions in unusual or priority situations, consulting with the SBA or DIR/BC, as necessary.Proofreads, reformats and edits business correspondence prepared by Business Section department heads under the Chief Secretary's signature.Compiles and organizes information and materials from internal and external sources, distributing items to department heads and commands as appropriate.Distributes excerpts of Commissioners Conference minutes to appropriate Business Section departments, THQ departments as requested or appropriate.Assist SBA in administration of personnel issues and practices:Maintain files for Section officers, department head and office staff employees vacation.Remind BA of deadlines of ADP.Maintain the Business Section listings in the Disposition of Forces annually or as needed
Serve as a liaison for the SBA with Cabinet Secretaries, Commands Heads and Department HeadsCoordinate distribution of correspondence related to highly confidential materials (BOT matters, lawsuits, Personnel matters, Insurance matters and contracts)Perform general clerical duties to include but not limited to: emails, photocopying, faxing, scanning, mailing, filing and retrieving corporate documents, records and reports, sharing in calendars as staff request meetings.Process agenda items for various councils/committees from SBA and DIRBC.Provide business section research as neededReceive revision and updates to Minutes from various Councils/Committees and process for Cabinet and Territorial Finance Council approval, including NHQ and release to the field once ratified.Update the USC Minutes Database with new and revised minutesInform Unit Commanders, Divisional Financial Secretaries and others of details regarding changes in the MinutesMaintain Minutes database historical recordsCompile and prepare BusinessAdministration portion of the Territorial Commander's annual report or any National or International reviews as directed.Assist in scheduling Portfolio Manager, Banking, Auditor and other vendor meetings for DIR/BCAssist DIR/BC in compiling Investment Advisory Board (IAB) meeting materials for distribution.Assist DIR/BC in the completion of Territorial financing documents.Assist DIR/BC in compiling Audit Advisory Council (AAC) meeting materials for distributionLiaison with THQ Legal to secure document review and signatures from the Treasurer (SBA) and Assistant Treasurer (DIR/BC)Attend and prepare minutes and follow up to SBA section meetings.Performs other duties as assignedMinimum Qualifications:
The requirements listed below are representative of the minimal education, experience, knowledge, skills, and/or abilities required for this position.
Education Certifications:
High School diploma or equivalent, associate's degree required, bachelor's degree preferredExperience:
7 plus years experience in a complex, executive office setting with an associate's degree or 5 years' experience in a complex, executive office setting with a bachelor's degreeOR: Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.High level of confidentialitySkills:
Exceptional clerical skills including typing, filing, transcribing and taking messages. Accuracy and speed are essential.Excellent verbal, written and interpersonal communication skills.Working knowledge of Microsoft Word, Outlook, Excel, Power Point, Teams and TSAMM. Office 365 beneficial.Editing and proofreading skills are essential.In depth understanding of The Salvation Army's Orders and Regulations, policies, procedures, and protocols. Additional knowledge of Territorial/National Minutes is extremely beneficial.Ability to maintain absolute confidentiality of department correspondence and data. Must be a self-starter with ability to organize, prioritize, multi-task and complete assigned tasks with minimal supervision. Excellent organizational skills and attention to detail are essential.Ability to cope with deadlines in spite of high volumes of work.Must be comfortable communicating with all levels of management including National and International officesAbility to be a team player in a complex, executive office setting.Ability to speak read and write English in a manner that is sufficient for effective communication with supervisors, employees, beneficiaries and customers; and to perform the requirements of this job.
Supervisory Responsibility:
None. Is able to work and assign project duties to other SBA section staff on behalf of the SBA as needed.
Physical Requirements:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the duties of this job.
Physical requirements include: good speaking, hearing and vision ability, and excellent manual dexterity.
Lifting, pulling and pushing of materials up to 25 pounds
Requires bending, squatting and walking
May stand for extended periods
Travel:
None
Working Conditions:
Work is performed in a typical office environment. Full-time position
may require some weekend and evening work
The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.
Additional Information
The Salvation Army offers a competitive benefit package for Full-time employees including medical, dental, vision, hearing, disability and life insurance, flexible spending accounts, 403(b) retirement accounts, a company-funded defined contribution (pension) plan and generous time off policies.
In compliance with the ADA Amendments Act if you have a disability and would like to request an accommodation to apply for this position, please call 847-294-2166.
The Salvation Army is an Equal Opportunity Employer Minority/Female/Veterans/Disabled.
Are you ready to make a real difference in the world? At the Salvation Army, we are on a mission to provide hope, relief, and support to those in need, and we are looking for passionate, dedicated individuals to join our team. As a part of our compassionate community, you will have the opportunity to transform lives and inspire positive change every single day. Whether you're driven by a desire to help the homeless, feed the needy, support disaster relief efforts, or work for our Central Territory Headquarters in finance, the arts or fundraising the Salvation Army offers a diverse range of opportunities where your skills and commitment can shine. Where every job is more than just a role-it's a calling to make a tangible impact in our communities. If you are looking for a fulfilling career that aligns with your values and desire to make the world a better place, explore the opportunities at the Salvation Army. Together, we can create a brighter future for those who need it most!
Central Territory Headquarters LI
Job Objective:
This position assists with the efficient and effective operation of the Business Administration Section through complex administrative and clerical support. The position requires handling of confidential personnel and financial matters, adapting to frequent changes in priority of the workflow. While reporting to the BA, this position will directly support the Director of Investor Relations and Business Compliance (DIRBC) as a shared administrative assistant. This position functions with very little direct supervision.
Essential Functions:
This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of the position. Other job-related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.
Compose correspondence for the Secretary for Business Administration (SFBA)Maintain SFBA's calendar and schedule appointmentsAnswer phone and provide assistance to callersPrepare SFBA's monthly Itinerary for Chief Secretary's officeArrange travel and housing for SFBA and DIRBC as needed.Manage SFBA bring-up filesAssist in the preparation and follow up of documents for the National Business Administration Conference as well as any commissions so assigned.Assist with administrative tasks as needed for the Director of Investor Relations and Business Compliance DIR/BCProcess incoming communications and determine proper distribution to Business Section staff, as appropriateDirect or complete items received in the USC Business mailbox that are time sensitive, require special handling or are high priority correspondence, particularly when related to matters of urgency or confidentiality for the Territorial Commander, Chief Secretary or SBAMay be required to render decisions in unusual or priority situations, consulting with the SBA or DIR/BC, as necessary.Proofreads, reformats and edits business correspondence prepared by Business Section department heads under the Chief Secretary's signature.Compiles and organizes information and materials from internal and external sources, distributing items to department heads and commands as appropriate.Distributes excerpts of Commissioners Conference minutes to appropriate Business Section departments, THQ departments as requested or appropriate.Assist SBA in administration of personnel issues and practices:Maintain files for Section officers, department head and office staff employees vacation.Remind BA of deadlines of ADP.Maintain the Business Section listings in the Disposition of Forces annually or as needed
Serve as a liaison for the SBA with Cabinet Secretaries, Commands Heads and Department HeadsCoordinate distribution of correspondence related to highly confidential materials (BOT matters, lawsuits, Personnel matters, Insurance matters and contracts)Perform general clerical duties to include but not limited to: emails, photocopying, faxing, scanning, mailing, filing and retrieving corporate documents, records and reports, sharing in calendars as staff request meetings.Process agenda items for various councils/committees from SBA and DIRBC.Provide business section research as neededReceive revision and updates to Minutes from various Councils/Committees and process for Cabinet and Territorial Finance Council approval, including NHQ and release to the field once ratified.Update the USC Minutes Database with new and revised minutesInform Unit Commanders, Divisional Financial Secretaries and others of details regarding changes in the MinutesMaintain Minutes database historical recordsCompile and prepare BusinessAdministration portion of the Territorial Commander's annual report or any National or International reviews as directed.Assist in scheduling Portfolio Manager, Banking, Auditor and other vendor meetings for DIR/BCAssist DIR/BC in compiling Investment Advisory Board (IAB) meeting materials for distribution.Assist DIR/BC in the completion of Territorial financing documents.Assist DIR/BC in compiling Audit Advisory Council (AAC) meeting materials for distributionLiaison with THQ Legal to secure document review and signatures from the Treasurer (SBA) and Assistant Treasurer (DIR/BC)Attend and prepare minutes and follow up to SBA section meetings.Performs other duties as assignedMinimum Qualifications:
The requirements listed below are representative of the minimal education, experience, knowledge, skills, and/or abilities required for this position.
Education Certifications:
High School diploma or equivalent, associate's degree required, bachelor's degree preferredExperience:
7 plus years experience in a complex, executive office setting with an associate's degree or 5 years' experience in a complex, executive office setting with a bachelor's degreeOR: Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.High level of confidentialitySkills:
Exceptional clerical skills including typing, filing, transcribing and taking messages. Accuracy and speed are essential.Excellent verbal, written and interpersonal communication skills.Working knowledge of Microsoft Word, Outlook, Excel, Power Point, Teams and TSAMM. Office 365 beneficial.Editing and proofreading skills are essential.In depth understanding of The Salvation Army's Orders and Regulations, policies, procedures, and protocols. Additional knowledge of Territorial/National Minutes is extremely beneficial.Ability to maintain absolute confidentiality of department correspondence and data. Must be a self-starter with ability to organize, prioritize, multi-task and complete assigned tasks with minimal supervision. Excellent organizational skills and attention to detail are essential.Ability to cope with deadlines in spite of high volumes of work.Must be comfortable communicating with all levels of management including National and International officesAbility to be a team player in a complex, executive office setting.Ability to speak read and write English in a manner that is sufficient for effective communication with supervisors, employees, beneficiaries and customers; and to perform the requirements of this job.
Supervisory Responsibility:
None. Is able to work and assign project duties to other SBA section staff on behalf of the SBA as needed.
Physical Requirements:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the duties of this job.
Physical requirements include: good speaking, hearing and vision ability, and excellent manual dexterity.
Lifting, pulling and pushing of materials up to 25 pounds
Requires bending, squatting and walking
May stand for extended periods
Travel:
None
Working Conditions:
Work is performed in a typical office environment. Full-time position
may require some weekend and evening work
The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.
Additional Information
The Salvation Army offers a competitive benefit package for Full-time employees including medical, dental, vision, hearing, disability and life insurance, flexible spending accounts, 403(b) retirement accounts, a company-funded defined contribution (pension) plan and generous time off policies.
In compliance with the ADA Amendments Act if you have a disability and would like to request an accommodation to apply for this position, please call 847-294-2166.
The Salvation Army is an Equal Opportunity Employer Minority/Female/Veterans/Disabled.