The Salvation Army Administrative Assistant in San Francisco, California

Requisition Number

94107

Post Date

4/16/2018

Title

Administrative Assistant

City

San Francisco

State

CA

Description

The Salvation Army

Golden State Divisional Headquarters

SF Metro Coordination Office

POSITION: SF Metro/General Secretary Office Administrative Assistant

SUPERVISOR: General Secretary/SF Metro Program Director

STATUS: Full-Time/Non-Exempt

OVERVIEW:

The San Francisco Metro Office Administrative Assistant will provide administrative, secretarial, special project coordination and support for the General Secretary and SF Metro Coordination – assisting with overall department representation including the organization

and implementation of city-wide events and programs of The Salvation Army in a professional, confidential and efficient manner.

DUTIES:

  1. Provide overall administrative, clerical and project coordination support to the SF Metro Coordination office, specifically to the General Secretary and SF Metro Program Director.

  2. Create and prepare correspondence for the General Secretary and/or SF Metro Program Director’s signature, including composing and mailing emails, letters and memorandums as necessary while insuring accuracy and correct protocol.

  3. Pick up mail, open, sort and date-stamp for the General Secretary and SF Metro Office staff as governed by policies and procedures. Handle incoming and outgoing mail as quickly as possible. Take initiative in responding to routing correspondence.

  4. Assist in the organization detail of and participation in special events, including seasonal social/family services and public relations events.

  5. Assist with preparatory detail for SF Metro Office, SF Metro Advisory Board, and Coordinating Council meetings such as meeting space confirmation, room set up and clean up, and organizing catering and refreshments needs for meetings as requested and necessary.

  6. Coordinate, prepare and mail SF Metro Office meeting notices as needed.

  7. Prepare meeting agendas in coordination with the General Secretary and SF Metro Program Director, take and distribute minutes upon approval.

  8. Answer incoming telephone calls (main social services line for SF) and direct to appropriate staff members or city units.

  9. Maintain and communicate calendars for the General Secretary and SF Metro Program Director, including making appointments, distributing meeting reminders and informing appropriate staff as necessary.

  10. Organize and maintain SF Metro Coordination Office filing system.

  11. Compile and enter monthly SF Metro Coordination Office statistics, including Family Services Department, and ensure their reporting to the appropriate office and Divisional Statistician.

  12. Order and maintain SF Metro Coordination Office supplies as needed.

  13. Create and maintain SF Metro Unit meeting and event calendar. Coordinate information with the Division Calendar maintained in the Divisional Program Secretary’s office.

  14. Ensure communication between SF Metro Office, Metro Units and other departments and agencies, including preparing and distributing ongoing information to SF Metro Units as well as obtaining and distributing information from these units as needed.

  15. Maintain active mailing list for Metro Office, Metro Units and contacts.

  16. Help coordinate, attend and keep minutes of monthly case workers’ meetings

  17. Compile and pull Family Services’ stats for SF Metro Program Director & DHQ

  18. Assist with seasonal and non-seasonal Family Services events as needed (Back to School, Toy & Joy, etc.)

  19. Other duties related to the position as assigned by the General Secreatary.

Requirements

QUALIFICATIONS:

• Minimum AA degree in related field preferred

• Minimum two years of previous experience as an Administrative Assistant or related position

• Maintain highest level of integrity and confidentiality

• Excellent organizational skills, detail-oriented, accurate and precise

• Able to demonstrate strong communication skills both written and verbal

• Personable and dependable

• Ability to work independently with minimal supervision and as a member of a team

• Ability to handle multiple tasks

• Excellent communication skills and ability to work with people from diverse backgrounds

• Computer literate in Windows environment (Microsoft Office), Desktop Publishing preferred. Must be fluent with Microsoft Word.

• Self-motivated and able to motivate others

• Ability to maintain good rapport and communication with staff members, corps personnel and the public

• Knowledge of Salvation Army city programs, practices, policies and organization desirable

Qualified applicants with criminal histories will be considered for the position in accordance with the San Francisco Fair Chance Ordinance.

Excellent benefits to include medical/dental, vacation, sick leave, Short Term Disability, Life Insurance, Retirement (Defined Contribution Plan), Kroc Center membership, and much more!

Equal Employment Opportunity Employer. Minorities/Women/Veterans/People with Disabilities

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

  • Please view Equal Employment Opportunity Posters provided by OFCCP

here.

  • 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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