Administrative Aide

DescriptionDEPARTMENT: PROPERTYPOSITION TITLE: ADMINISTRATIVE AIDESTATUS: NON-EXEMPT - FULL TIMEMISSION 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.WORK EXPERIENCE:• Minimum of four (4) years of administrative aide or executive secretary experience.• Must have excellent knowledge of computers (PC’s) and related software.• Must be computer literate in the use of Microsoft Windows XP and all Office Suite software applications, including extensive Adobe Acrobat.• Must be a source of information/troubleshooting within the organization for other departments and vendors.• Be able and willing to function as a member of a team.• Must be a “self-starter.”KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:• Ability to pass MVR, and maintain current CA Driver’s License• Ability and willingness to keep information confidential.• Ability and willingness to take oral instructions and follow through with them with minimal supervision. • Must possess excellent skills concerning detail and organization.• Must have excellent interpersonal, telephone, and communication skills. • Must be able to type at 60 WPM.• Excellent spelling, grammar, proofreading and filing skills.ESSENTIAL DUTIES & RESPONSIBILITIES:Pick up mail on a timely basis; date-stamp all pieces, distribute to appropriate Property Department or building staff.File all property items, certificates of insurance, correspondence, etc. for the department.Prepare new files, purge old files as needed, and generally maintain department filing system according to published guidelines.Print Property Council Agenda for the Territorial Property Secretary in preparation for Property Council Meeting.Create project files for all new purchases and leases approved by the Property Council.Eliminate any unneeded documents.Responsible for handling switchboard duties to include the following: answer incoming calls. Retrieve messages from the switchboard message center and distribute accordingly, including answering the drive-up gate access calls, directing visitors where they should check-in, on an as needed basis.Property claim processing to include; receiving, logging, researching and redistribution of claims for the Western Territory’s Divisional Offices to ensure deadlines are met in a timely manner.Responsible for official written correspondence for the Property Secretary and Assistant Property Secretary.Compose letters, memos, and e-mails on routine matters of business.Typing, faxing, photocopying, scanning, electronic filing as required.Create, keep and maintain the Department Calendar.Create, update, and distribute the Territorial Headquarters Phone List Monthly.Attend business meetings in order to document, develop, and maintain official meeting minutes.Distribute to meeting attendees, and file accordingly.As necessary, schedule large and small meetings with/for the Property Secretary, Assistant Property Secretary, and Department staff with multiple persons, departments, and vendors.Handle department travel schedules and arrangements for both the Property Secretary and Assistant Property Secretary. Maintain official business calendar for both individuals.Process expense vouchers in a timely manner, following up with the Finance Department as necessary to ensure payment is received.Be a source of scheduling information to various departments, personnel, and vendors.Maintain “bring-up” file for the Property Secretary.Serve as a department liaison, and first point of contact for the Territorial Property Department.Order all supplies for the staff/department as approved by the Property Secretary or Asst. Property Secretary, and maintain adequate inventory of needed items.Order medical supplies for the first aid kit when needed.Maintain the schedules with various building vendors, including but not limited to, document shredding contract, and first aide vendors.Answer building inquiries regarding provided services.Maintain and circulate the “reading file” for the Property Secretary.Maintain, update, and circulate all department/vendor/contact information lists whenever necessary.Keep, update, Territorial Pool Vehicle ListKeep, and update Territorial Guest Quarters ListAssist in ensuring that guest quarters and pool vehicles are maintained and in ‘ready’ condition, including but not limited to ordering supplies, washing and fueling vehicles.Assist in Territorial Pool Vehicle drop-offs as needed (Driving Required).Other duties as assigned by the Property Secretary or Asst. Property Secretary.PHYSICAL REQUIREMENTS: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 is reasonable and no undue hardship would result.• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead.• Ability to operate telephone.• Ability to operate a desktop or laptop computer.• Ability to lift up to 25 lbs. (usually file boxes).• Ability to access and produce information from a computer.• Ability to understand written information.REPORTS TO: PROPERTY DIRECTOR/ASSISTANT TO THE PROPERTY SECRETARYEqual Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe 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)