Office Assistant

THE SALVATION ARMY

North and Central Illinois Division

JOB DESCRIPTION

JOB TITLE: Office Assistant

LOCATION/DEPT: Champaign Corps

REPORTS TO: Corps Officers

PEOPLE MANAGER: No

FLSA CATEGORY: Non-Exempt, Part Time

PAY GRADE: 403

PAY RATE: $18.74-$22.49 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

Responsible for the coordination and support of all office-related activities including, but not limited to, ordering supplies, supervision and coordination of reception duties, providing connections and supports for volunteer coordination and programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer and coordinate all phone call inquiries - directing to appropriate staff.
• Sort mail and distribute to appropriate staff members/departments403.
• Coordinate and process mail appeal and other donations, preparing acknowledgments for donors and deposits with Corps Officers/Director of Community Engagement.
• Maintain related statistical information of local operations.
• Receive donated items and receipt appropriately.
• Maintain a clean and welcoming reception area.
• Perform office tasks as needed including the development of fliers, information sheets, Sunday worship bulletins and other printing as requested; order supplies, as directed and provide coordination of resource usage scheduling.
• Assist in identifying and recruiting volunteers for the various corps ministries and special events.
• Assist in preparing clear role descriptions for volunteer positions to support effective recruitment.
• Actively promote volunteer opportunities through local networks, community groups, faith partners, universities, and online platforms.
• Assist with volunteer appreciation activities, including thank-you letters, recognition events, and milestone tracking.
• Maintain and update postings on volunteer recruitment sites, social media channels, and newsletters
• Collaborate with program leads to identify volunteer needs for ongoing ministries (e.g., food pantry, after school program, seasonal programs).
• Assist in coordinating volunteers for special events such as Red Kettle Campaigns, back-to-school drives, and holiday distributions.
• Assist the Director of Community Engagement, as needed.
• Assist Officers and other departments as needed.
• Perform other duties as assigned related to office management and volunteer management.
• Attend staff and coordination meetings as scheduled.

Administrative Expectations

• 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:

• High School Diploma or Equivalent. Significant experience will be considered in lieu of.

Experience/Qualifications:

• Two years of office-related, administrative focused experiences preferred, managing multiple projects throughout a business day.

Skills/Abilities

• 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
• 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 establish and 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 potentially make public presentations/interactions.
• 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 Corps Officers.
• 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 people.
• 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 during weekly staff meetings and monthly reports.

POSITION LIMITATIONS

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