Administrative Specialist - Operations

JOB SUMMARY:

The Administrative Specialist provides technical and confidential support to help keep the Operations and Communications departments running smoothly. Responsibilities include managing calendars and emails, compiling and analyzing data, processing invoices, tracking budgets, coordinating meetings for CRD Commission-reporting committees and task forces, and tracking and acknowledging donations from NAB members. The role ensures smooth office operations in the absence of the Executive Secretary.

ESSENTIAL FUNCTIONS: This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. You may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Supports the Director of Communications and the Director of Operations with administrative tasks, including email and calendar/schedule management, printing, copying, creating folders/kits, shipping, etc.

Collects Christmas season data; summarizes information for external and internal audiences.

Collects and summarizes data for grant applications, media releases, joint venture partnerships, and other presentations.

Maintains a dashboard of advisory organization data from the four territories. Implements regular data collection processes and updates tables every quarter.

Processes sectional invoices. Tracks the budgets for the national advertising agency of record, the ARC agency of record, the National Kettle Kick-Off, and NCRD and NAB conferences.

Creates and routinely updates the NCRD contract database.

Coordinates logistics for NCRD Section meetings at NHQ, National Advisory Board meetings, and NCRD Conferences. Maintains conference databases for delegates, sponsors, and exhibitors and for workshops. Provides on-site logistic support for National Advisory Board meetings and large conferences.

Updates the staff orientation manual for new NCRD employees as needed.

Composes, prepares, types, proofreads, and/or edits a variety of paperwork, including that of a confidential, complex, and/or technical nature with limited supervision and direction, such as correspondence, proposals, agreements, documents, agendas, schedules, etc.; ensure the accuracy, completeness, and timeliness of the same.

OTHER RESPONSIBILITIES:

Assists other section assistants in retrieving, sorting, and delivering sectional mail to the appropriate staff; assists with various bulk-mail activities.

Develops and maintains a filing system of correspondence, forms, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information.

Ensures all files, including electronic files, are maintained in an organized and efficient manner.

Provides backup support for the Executive Secretary and the Front Desk.

Serves as the backup​ for front desk coverage as needed per the Front Desk and Mail Room Coverage policy. The Receptionist greets, assists, and provides direction and information to clients, visitors, and other guests of the organization and assists callers and visitors by answering questions and directing calls appropriately.

Perform other related work as required.

MATERIALS AND EQUIPMENT USED:

Computer Calculator Copy Machine/Scanner/Printer

Telephone Paper Shredder Printer

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

Associate degree in a business or financial field and four years of related experience;

or

any combination of training and experience that provides the required knowledge, skills, and abilities.

LICENSES AND CERTIFICATIONS:

Valid Driver’s License

KNOWLEDGE, SKILLS AND ABILITIES:

Proficiency in Microsoft Office, especially using Microsoft Excel to create tables, charts, matrices and graphs

Strong oral and written communication skills.

Ability to plan, organize, and prioritize tasks to accomplish work in compliance with quality standards and deadlines.

Ability to build and maintain effective and professional relationships with officers and employees at National Headquarters and throughout the territories.

Ability to maintain confidential information.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language.

Ability to enter and extract information into/out of a computer.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, computer, and calculator.

Ability to work well under the pressure of deadlines.

Ability to follow instructions and work independently with limited supervision.

Ability to simultaneously work on multiple projects effectively and efficiently without becoming frustrated or disorganized.

Some physical effort is required to walk, stand, lift, and carry objects (up to 50 lbs.) 5-10% of work time.

Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

WORKING CONDITIONS:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like. May travel up to 4 times per year.

The Salvation Army reserves the right to reassign, revise the job or to require that different or additional tasks be performed based on the organization’s needs or when circumstances change.

All employees recognize that 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.

BENEFITS:

403(b)

Dental insurance

Health insurance

Vision insurance

Hearing Insurance

Life insurance

Paid time off

Free lunch

Free parking