Administrative Coordinator (8540)

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. Acts as the liaison between the corps and the centralized accounting team at DHQ.  

Essential Functions:

Administrative Responsibilities (55%)

• Records and updates statistical information; ensures the accuracy and completeness of the same; types forms and prepares same for Divisional Headquarters; enters statistical data into the computer and submits same to Divisional Headquarters; maintains statistic files for multiple departments.

• Receives and prepares receipts for non-monetary donations, packages, express mail, and items delivered to the lobby.

• Prepares, types, and processes correspondence, check requests, audit sheets, meeting minutes, forms, invoices, legal documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness, and timeliness of the same.

• Prepares and maintain office reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct.

• 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.

• Review and approve Corps staff Timesheets and PTO Requests

• Assist DHQ Regional Accountant with annual Budget preparation.

• Responsible for keeping Corps employees informed of Salvation Army policy changes and updates.

• Acts as liaison between Corps and DHQ Finance Staff.

• Prepares deposits to the bank; copying checks securing back up and submitting to Finance department for data entry into the DHQ accounting system. Submits locally received invoices to DHQ for processing.

Office Coordination Responsibilities (25%)

• 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.

• Receives and responds to questions or problems regarding the office operations; research information in order to provide information or resolve problems in a timely manner.

• Schedules travel arrangements including flights, hotels, and local transportation; maintains travel schedules, meetings, and appointments for staff. 

Human Resources Responsibilities (20%)

• Completes all employment action documentation for employees including but not limited to new hire, background checks, E-Verify, classification changes, and separation, FMLA, 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 documentation is submitted to HR for review and approval by the Divisional Finance Board (DFB) in a timely manner.

• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Ability to prepare, organize and maintain reports in an accurate, complete, and timely manner.

• Ability to work independently and with limited supervision.

• Ability to respond to and assist callers and visitors in a courteous and tactful manner.

• Ability to provide assistance and collaborate with others.

Education and Experience:
Associate’s degree from an accredited college or university in business administration or related field,

and 

One to two years' experience performing administrative work in an office setting,

or

Any equivalent combination of training and experience, which provides the required knowledge, skills and abilities.

Certifications:
Valid State Driver's License

Equal Opportunity Employer: Veterans