Service Extension Administrative Assistant
 The Salvation Army USA Western Territory - Cascade Division | |
22.50
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 United States, Oregon, Happy Valley | |
| 8495 Southeast Monterey Avenue (Show on map) | |
 Nov 13, 2024 | |
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Description
Recruiting Opportunity Closes: 11.21.2024 The Salvation Army Mission Statement: Application Instructions: Complete the online job application, upload a resume and cover letter. To apply online go to: Service Extension Administrative Assistant To apply in person go to 8495 SE Monterey Ave., Happy Valley, OR 97086. Bring a resume and cover letter and complete the job application provided to you. Incomplete applications will not be accepted. Questions, contact Capt. Ivan Landeros at ivan.landeros@usw.salvationarmy.org or call (503) 794-3267. Capt. Landeros is the sole point of contact for questions regarding this position. Recruiting Accommodation Statement: -------------------------------------------------------------------------------------------------------------------------- Scope of Position
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Provides administrative and secretarial support to the Service Extension Department. Service Extension Centers/Units are available where there is no established Corps community center. These units function in cooperation with a local committee of representative citizens. Services range from medical and dental assistance to sending children to summer camp or supplying gasoline, food and clothing to those in need. Units provide individual and emergency services according to general policies and the decisions of local committees.
Qualifications
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High school diploma or G.E.D.
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In lieu of diploma or degree, three years administrative/secretarial experience preferred.
Knowledge, Skills, Abilities Required.
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Be sensitive when handling delicate social service phone calls and handle appropriately.
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Excellent telephone skills.
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Detail oriented and attention to detail.
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Self-starter and able to work as a team or on your own.
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Team player.
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Strong use of the English language in verbal and written communication (Spelling - 90% Grammar - 85%).
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Customer service mindset.
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General accounting or bookkeeping knowledge.
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Strong analytical and research skills.
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Proficient typing skills (50 words per minute).
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Must have a valid driver's license and good driving record.
Software Related Skills.
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Have a working knowledge of all Microsoft Office programs including Word, Excel, Publisher, Access and PowerPoint, required.
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Have a working knowledge of a CISCO telephone, computer equipment including email, scanner and copy machine, audiovisual equipment and a 10 key calculator, required.
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Basic knowledge of Outlook is helpful.
Job Duties:
1.
Answer the phone; take messages for the Service Extension Director as appropriate and/or give social service phone number referral to a service center, unit or corps.
2.
Answer calls coming from Service Extension Units within the Division and or people seeking assistance, and guide them to the proper Center, Unit or Corps.
3.
The SE Administrator Assistant will serve as the primary contact for the SE Field Representatives.
4.
Collect the department mail daily and distribute it to appropriate people.
5.
Have a list of all Service Extension Center and Units Contact Names on File and maintain Service Unit master list, update on an ongoing basis.
6.
Organize the Contact information on the DHQ "O" Drive.
7.
Have Information regarding Service Centers and Units on the Cascade Landing.
8.
Code all Vouchers on CARE and AP Workflow that come in the mail or email each day and submit for approval by SE Director.
9.
Track stats daily on spreadsheet and email to the DHQ statician at the end of each month.
10.
Follow up on any missing backup paperwork for each voucher.
11.
Track assistance given per individual and location.
12.
Contact area appropriate representative when voucher abuse takes place.
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Type correspondence, reports, records and other materials needed for service extension and emergency disaster services.
14.
Maintain filing system for case reports, extension committees, and other programs.
15.
Assist in maintaining financial records.
16.
Assist in registrations for Service Extension Summer Camp.
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Send out monthly reminders to service centers about statistical due dates.
18.
Keep a log of referrals given over the phone and send to DHQ statician monthly.
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Send vouchers and supplies to Service Units/Centers as directed.
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Take meeting minutes as needed by the Director.
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Attend all staff meetings including annual Social Service Conference on or off site.
22.
Assist in creating meeting agendas, bring up items that need to be addressed to the Service Centers Coordinators and Service Extension Field Representatives.
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Perform other administrative functions as requested.
Christmas Duties:
Human Resources:
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The SE Administrative Assistant will serve as the liaison between SE Centers Coordinators and SE Units Lead Volunteers regarding the Christmas Fundraising Effort.
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Obtain and file all Kettle Coordinators contact information from each SE Field Representative.
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Set up all active Service Units and their locations in the Kettle Software.
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The SE Administrative Assistant will be the main point of contact for anything kettles at DHQ specifically speaking Development and Communications Departments.
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The SE Administrative Assistant will be available to help communicate or collect documents that HR needs regarding the Kettle Fundraising hiring season.
Finance:
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Work with the Finance Department to set up banking information for all active service extension locations.
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Submit daily income and hours for all service extension kettle workers.
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Audit daily kettle reports.
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Submit weekly service extension kettle workers payroll information to the payroll department.
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Reconcile bank deposit slips with kettle reports submit to Finance on an ongoing basis.
Miscellaneous
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All employees recognize The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.
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The Western Territory Handbook for employees will be your guide to all personal practices and procedures.
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In any position with The Salvation Army, it is impossible to predict the many requests and assignments that can and will be made on an employee. This is the case with this position. Flexibility and a cooperative spirit are crucial characteristics of the person who holds this important position and for the successful operation of Salvation Army services.
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The Salvation Army reserves the right to revise or change job duties and responsibilities as the need arises. The Salvation Army facilities and vehicles as well as the work environment are smoke and drug free.
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The candidate chosen for this position will be required to pass a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction(s) will be considered.
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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 to meet the physical requirements of the position. The Salvation Army would attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship would result.
Licenses and Certifications
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Complete The Salvation Army's Protecting the Mission training.
Physical Requirements
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Please see the Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position.
Working Conditions
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Please see the Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position.
Supervisor
Captain Ivan Landeros
Divisional Secretary for Program
Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position
Position Title: Service Extension Administrative Assistant
Job Code:
1. The physical activity of this position. (Please check all blocks that apply)
A. Climbing. Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms.
B. Balancing. Maintaining body equilibrium to prevent falling and walking, standing or crouching on narrow, slippery, or erratically moving surfaces.
X
C.
Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
X
D.
Kneeling. Bending legs at knee to come to a rest on knee or knees.
X
E.
Crouching. Bending the body downward and forward by bending leg and spine.
F. Crawling. Moving about on hands and knees or hands and feet.
X
G.
Reaching. Extending hand(s) and arm(s) in any direction.
X
H.
Standing. Particularly for sustained periods of time.
X
I.
Walking. Moving about on foot to accomplish tasks.
X
J.
Pushing. Using upper extremities to press against something with steady force to thrust forward, downward or outward.
X
K.
Pulling. Using upper extremities to exert force to draw, haul or tug objects in a sustained motion.
X
L.
Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.
X
M.
Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
X
N.
Grasping. Applying pressure to an object with the fingers and palm.
X
O.
Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
X
P.
Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly, or quickly.
X
Q.
Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction.
X
R.
Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
2. The physical requirements of this position. (Please check all blocks that apply)
A. Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
X
B.
Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
C. Medium work. Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
D. Heavy work. Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.
E. Very heavy work. Exerting more than 100 pounds of force occasionally, and/or more than 50 pounds of force frequently, and/or more than 20 pounds of force constantly to move objects.
3. The visual acuity requirements including color, depth perception, and field vision (Please check only one block)
X
A.
The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
B. The worker is required to have visual acuity to perform an activity such as: operates machines, such as lathes, drill presses, power saws, and mills where the seeing job is at or within arm's reach; performs mechanical or skilled trades tasks of a non-repetitive nature, such as carpenter, technicians, service people, plumbers, painters, mechanics, etc.
X
C.
The worker is required to have visual acuity to operate motor vehicles and/or heavy equipment.
D. The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.)
4. The conditions the worker will be subject to in this position (Please check all blocks that apply)
A. The worker is subject to environmental conditions. Protection from weather conditions but not necessarily from temperature changes.
B. The worker is subject to outside environmental conditions. No effective protection from the weather.
X
C.
The worker is subject to both environmental conditions. Activities occur inside and outside.
D. The worker is subject to extreme cold. Temperatures typically below 32 for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity.
E. The worker is subject to extreme heat. Temperatures above 100 for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity.
F. The worker is subject to noise. There is sufficient noise to cause the worker to shout to be heard above ambient noise level.
G. The worker is subject to vibration. Exposure to oscillating movements of the extremities or whole body.
H. The worker is subject to hazards. Includes a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, exposure to high heat or exposure to chemicals.
I. The worker is subject to atmospheric conditions. One or more of the following conditions that affect the respiratory system of the skin: fumes, odors, dust, mists, gases, or poor ventilation.
J. The worker is frequently in close quarters, crawl spaces, shafts, manholes, small, enclosed rooms, small sewage and line pipes, and other areas that could cause claustrophobia.
K. The worker is required to function in narrow aisles or passageways.
L. None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.)
5. Other (Please enter activity, requirements or conditions that apply)
X
A.
Travel and overnight stays (including weekends) may be required for events, training, conferences, seminars, etc. as related to the position. Must be able to travel by airplane.
X
B.
Driving or riding in a motor vehicle long distance, at night, overnight, and for periods of three days or more. Education
High School or Equivalent (preferred)
Experience
In lieu of diploma or degree, three years administrative/secretarial experience preferred. (preferred)
Licenses & Certifications
Driver's License (required)
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The 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)
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