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.