Front Desk Assistant

THE SALVATION ARMY

North and Central Illinois Division

JOB DESCRIPTION

JOB TITLE:                            Front Desk Assistant

LOCATION/DEPT:                Central Illinois Area Command, Peoria IL

REPORTS TO:                       Executive Assistant

PEOPLE MANAGER:           No

FLSA CATEGORY:               Non-Exempt, Hourly, Full Time, 40 hours per week

PAY GRADE:                        403

PAY RATE:                           $17.08-$20.49 Hourly

WHO WE ARE

At The Salvation Army, we are dedicated to “Doing the Most Good”. We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for youth after school and on the weekends, achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

Provides administrative, front desk, and mailroom support services for the Central Illinois Area Command, serving as the initial point of contact for employees, guests, visitors, and community stakeholders. Ensures efficient reception operations, campus communications, mail distribution, office equipment maintenance, inventory management, and administrative support while promoting a welcoming environment and supporting organizational security, communication, and operational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as an administrative resource for staff and departments by assisting with special project needs, communication, scheduling, reporting, document management, etc. in support of efficient business operations.
• Provide reception desk coverage throughout the day for employees and guests. Coordinate alternate coverage when needed. Train staff to function as support in times of absence or additional workloads.
• Professionally greet, answer calls and provide referrals as appropriate.
• Understand and enforce the security system and procedures with all entering and exiting the building.
• Perform daily mailroom operations including receiving, sorting, distributing, and tracking incoming and outgoing mail, packages and delivery services.
• Coordinate bulk mail projects and services, maintain postage accounts, mailing records, and mailroom supplies to support organizational communications and operational needs.
• Manage and maintain office supply inventory for staff, ensuring the timely and accurate ordering, tracking and distribution of office supplies and other essential materials.
• Work in coordination with the social services staff for support and relief needs related to individuals and families served.
• Assist with the preparation and coordination of devotional cards for individuals and families as needed, demonstrating compassion, confidentiality and attention to detail.
• Maintain and distribute accurate location directories, phone listings, and contact information for local locations, ensuring timely updates and accessibility for staff.
• Alert the Central Illinois Area Command Campus of assigned communication needs, alerts and storm warnings.
• Regularly inspect and restock fax machines & copiers to ensure uninterrupted office operations.
• Coordinate with Service Reps for routine maintenance & repairs when needed maintaining positive and professional relations.
• Maintain an organized and professional environment.

Administrative Expectations

• Maintain a positive work atmosphere through appropriate conflict management, courteous demeanor, and professional and appropriate communication practices.
• Successfully satisfy the training requirements associated to the position and as required by The Salvation Army.

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

Education:

• Associate’s degree preferred, High School Diploma or equivalent. Significant experience may be considered in lieu of.

Experience:

• Two to four years of progressively responsible administrative, receptionist, customer service, or office support experience
• Strong organizational, communication and customer service skills necessary.
• Ability to manage multiple priorities while maintaining professionalism and confidentiality.

Skills/Abilities

• Complete assigned administrative responsibilities with a high degree of accuracy, attention to detail, and timeliness to support efficient organizational operations.
• Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills and work as a cooperative team member.
• Close attention to detail and a high level of confidentiality.
• Ability to multi-task several projects concurrently.
• Bi-lingual skills are encouraged.
• Must have an interest and ability to work with people of diverse racial, ethnic, and socio-economic backgrounds in a sensitive and culturally appropriate manner.
• Ability to implement policies and procedures.
• Demonstrated awareness of budget resources and cost control, as well as planning and administering budgets.
• Proficiency in computer software applications, including demonstrated experience in using email, MS Office applications.

JOB LIMITATIONS

• This individual will only commit resources of The Salvation Army that have been allocated or approved.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position. The individual will keep the designated Supervisor informed of all critical issues relating to their area of responsibility.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position may be required to do light to moderate physical work. Sometimes heavier.
• To successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment including a PC and regularly interact with the public.
• The work environment for this position includes an office environment with a low to moderate noise level.
• This individual must be able to travel to meet the needs of the position. A valid MVR is required.

REPORTING RELATIONSHIPS

• This position reports to the Executive Assistant.
• In context related to this position’s duties, this individual will interact with a wide range of contacts both internal and external. In these contacts he/she will act as a representative of The Salvation Army and its mission.

COMPETENCIES

• Maintain a positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. 
• Resolve conflicts in a positive manner.
• Treat staff, clients, and visitors with courtesy.
• Respect others’ property and person.
• Use professional and appropriate communication to and about co-workers, supervisors and subordinates. 
• Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

PERFORMANCE MEASURES

• This individual will be evaluated on how effectively the outcomes of this position are achieved. Timeliness and accuracy of accomplishing assigned goals will be reviewed.  An evaluation of how effective service is provided. Performance will also be determined by outcome information provided in association with the position.

POSITION LIMITATIONS

• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.      

JOIN OUR TEAM!

DOING THE MOST GOOD 

Do you want to use your skills and talents to make a lasting difference in the world?  The Salvation Army is the fourth largest charity in the United States and is an international organization based on Biblical principles created to help people in need.  We are mission-driven, diverse, collaborative, and focused on positive results for people. Join us in making a difference. 

The Salvation Army offers a competitive benefit package for eligible employees which may include the following 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 contact the Human Resources department.

The Salvation Army is an Equal Opportunity Employer Minority/Female/Veterans/Disabled. 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.