Administrative Assistant

The Youth Department at our Eastern Territorial Headquarters in West Nyack, NY has an opening for an Administrative Assistant. This position will provide secretarial services to the Territorial Youth Secretary. He/she will provide support services for committees and conferences as assigned by the Territorial Youth Secretary and is responsible for departmental administrative functions as assigned by the TYS. He/she also deals with business details for the department and assists in monitoring the department's budget.This position requires approximately 35 hours of work per week and is onsite.Responsibilities:Staff Training:Trains all new staff members regarding office procedures, use of machines, file systems, and phone usage.Monitors staff work production in absence of officer staff in alignment with assignments given by the Territorial Youth Secretary.Provides guidance to office personnel in absence of officer staff.Budget/Financial Responsibilities:Responsible for all departmental billings and incoming invoices.Responsible for the Youth Department general ledger and keeping the budget on line, reporting monthly to the TYS.Responsible for ordering and maintaining all supplies for the Youth Department.Prepares requisitions, check requests, wire transfers, etc.Responsible for timely completion of SmartData transactions and coding for TYS & ATYS expensesMeetings/ConferencesCoordinates logistics for annual Territorial Youth Department events and conferences.Assist with registrationHotel and rooming assignmentsTransportationVendorsReview and prepare for approval contracts from speakers and venues.Work with TYS to secure appropriate meeting space for each roomWork with Marketing Specialist & TYS to receive and process registration including registration confirmation for delegates and the distribution of conference anize and supervise registration on opening day of conference/event, including the assignment of duties to other staff and volunteers ensuring that the registration process is efficient and professional.Attends Youth related conferences as directed by the Territorial Youth Secretary.Prepares agendas, reports, and correspondence relating to various conferences, commissions, and committees of which the TYS is a member.Works with the Territorial Youth Secretary in organizing and completing details for seminars, institutes and territorially sponsored events including correspondence, displays, publicity, registration and logistical arrangements in these events.Secretarial Duties:Assists the TYS in administrative details, as directed, exercising confidentiality, discretion, and good judgment.Provide administrative services to the Territorial Youth Secretary and provide support services for his/her associated committees and conferences. Administrative duties include, but are notlimited to, correspondence, cell phones, phone monitoring, etc.Handles correspondence as requested by the Territorial Youth Secretary.Answers and directs phone calls as necessary.Keeps supply room and department in clean, professional appearance.Keeps the TYS's calendar up-to-date.Assist in monitoring the department's budget with updates to the Territorial Youth Secretary.Keep calendars and schedules and update the office with the schedules of the department officers and department employee absences.Act as a liaison for the department employees and (informally) maintain professional with and assist with professionalism between coworkers.Collects, sorts, and circulates the reading folder of the TYS.Maintains the TYS bring-up file.Signs routine correspondence for the TYS in his absence.Makes airline/hotel reservations when directed by the TYS.Assists, when necessary, with the collation, pick up, and distribution of mail.Monitor and supervise staff work production in absence of officer staff.Handles other departmental assignments or duties as assigned by the TYS.Assist with Social Media posting.GeneralMust be willing and able to perform all duties in compliance with Salvation Army policy and regulations.Must be willing and able to engage in meaningful, Christian conversation.Must be willing and able explain the plan of Salvation as outlined in the Christian Bible.Qualifications:Associate's degree3-5 years of related experienceGood understanding and background of Salvation Army methods, terminology, and procedures.Must have knowledge of administrative office procedures, including use of standard office equipment.Must have experience in a variety of software applications such as Publisher, Adobe Photoshop/Illustrator, Microsoft 365 etc.Must have high-level interpersonal skills to handle sensitive and confidential situations.Must have strong written and verbal communication skills.Must be detail oriented in composing and proofing materials.Must have ability to establish priorities and meet deadlines.Strong command of the English language, and written communication skills are a must.Applicant must have self-initiative, decision making abilities, and verbal communication skills.What We OfferGenerous Medical, Dental, Vision BenefitsTSA paid Life Insurance for EmployeesAdditional life insurance options for employeesOn-site cafeteriaPaid Time Off - Vacation, Sick, Personal days403(b) retirement savings planNon-contributory Pension PlanProfessional DevelopmentEducation AssistanceFree, on-site Fitness CenterFederal holidaysOpportunities to give back and support our communitiesAll qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status. Minimum Salary: 29.12 Maximum Salary: 32.96 Salary Unit: Hourly

Created: 2024-11-02