Administrative Specialist

The Administrative Specialist will efficiently perform a variety of administrative work while supporting the Personnel, Business Administration (BA) and Human Resources (HR) Department at The Salvation Army National Headquarters (NHQ) in Alexandria, Virginia.

The Salvation Army operates in communities across the United States. We are committed to meeting human needs wherever we can by providing food distribution, disaster relief, rehabilitation centers, anti-human trafficking efforts, housing for homeless, basic needs assistance, children’s programs, and many other programs.

JOB SUMMARY:

Supports the Personnel department with clerical and resource support. Prepares/compiles new officer and employee welcomematerials and assists with scheduling the presenters for the orientation. processes sectional vouchers/check requests, and invoices; updates/posts data and new policies into various computer databases; Assists the HR Manager with work associated with special projects, seasonal events, and conference and committee meetings as directed; coordinates new hire orientation, orders section office supplies; member of the Special Events Committee as needed.

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.

PERSONNEL

Performs a variety of operational duties for the section including a range of correspondence/documents, recordkeeping, and inputting data into the various sectional databases.

Types and processes routine correspondence, memos, reports, emails, agendas, booklets, etc. for the section; ensures the accuracy, completeness, and timeliness of the same.

Processes sectional check requests, vouchers, and payments of invoices/bills for the section, prepares, codes and handles official corporate card receipts and information.

Performs various clerical and secretarial support work associated with special projects, seasonal events, and conference and committee meetings as directed, which may include some HR Events, Special Events Committee, and support to the NSP.

Assists the National Secretary for Personnel (NSP) with the various Commissions/Committees: compiles resource files, and other related materials; records, tracks and distributes the minutes for the National Chief Secretary’s (NCS) office; assists with requests during the commissions as directed by the NSP. Handles all guest accommodation and food services request for National Commissions/Committees for which the NSP serves as liaison. Tracks minutes and deadlines for each group. Compiles and prepares needed materials for each commission/committee for the NSP. Prepares any correspondence or needed printed materials for the commissions/committees as requested. Available for research by conferences/groups that come under the responsibilities of the Personnel Section, makes copies, and prepares documents for the groups as needed.

Prepares/compiles new officer welcome materials and assists with facilitating the schedule new officer orientation.

Serves as back up relief for Building Services Front Desk Receptionist/Switchboard Operator. Answers the telephone and takes messages in a courteous and tactful manner; provides information regarding the sections and local Salvation Army assistance and programs.

Serves as primary Secretary for the HR Advisory Committee, and other committees or meetings as needed.

Performs routine filing of a variety of correspondence, forms, records, reports, and documents; maintains and utilizes the bring-up filing system for follow through; ensures the files are maintained in an organized and efficient manner for easy retrieval.

Orders section office supplies in a timely manner and in sufficient quantity to ensure section workflow is not interrupted.

Photocopies, scans and/or shreds a variety of confidential documents.

BUSINESS ADMINISTRATION

Under the oversight and direction of the Executive Assistant, assists the BA Section by performing general, administrative duties, including a variety of correspondence/documents by scanning, printing, filing, and inputting data into calendar and databases.

Oversees the sorting and categorizing of Territorial Minutes within a database. Consults with the Executive Assistant to assure the minutes are updated and completed.

Receives and compiles the National Agreements List for the BA Section in an accurate and timely manner, contacts specific departments for signed contracts, if necessary, prints and files each agreement alphabetically. Locates accurate cover pages from Resource Center Database.

HUMAN RESOURCES

Maintains accurate and up-to-date human resource files, records, and documentation.

Answers frequently asked questions from employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to Human Resources Manager.

Maintains the integrity and confidentiality of human resource files and records.

Assists with new hire orientation by creating a schedule that includes each NHQ department, reserve a conference room for the day, compile presentations and assemble new hire gifts for the employees.

Assists with planning and execution of special events such as organization-wide meetings, employee recognition events, holiday parties, etc.

Manages updates of policies into the various computer databases to maintain sectional records/manuals in a timely and accurate manner. To include, but not limited to, The Landing, Employee Handbook, Manual of Personnel Policies, Supervisor’s Handbook, etc.

Provides clerical support to the HR department.

MATERIALS AND EQUIPMENT USED:

Computer/printer Photocopy Machine Facsimile Calculator

Scanner Desktop Computer Laminator Shredder

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

High school diploma or G.E.D. and

two years experience performing a variety of administrative support in an office environment,

or

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

LICENSES AND CERTIFICATIONS:

May require valid state driver's license.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of general office practices and procedures.

Knowledge of the English language including proper grammar and punctuation, ability to read, write, and communicate the English language.

Knowledge of effective and efficient record-keeping practices and procedures.

Knowledge of Microsoft Word and Excel.

Ability to learn and become proficient in specific computer software.

Good organizational and follow through skills.

Ability to maintain an efficient and organized filing system.

Ability to answer the telephone in a courteous and tactful manner.

Ability to build and maintain effective and professional relationships with Salvation Army officers and personnel.

Ability to follow instructions, determine the most efficient method to meet deadlines, and work under limited supervision.

Ability to maintain the confidential nature of the work.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

Ability to perform routine mathematical computations.

Ability to accurately type and enter information into a computer.

Ability to sort and accurately file documents alphabetically and numerically.

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

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to employees/officers requiring assistance.

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

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

WORKING CONDITIONS:

Work takes place 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.

The Salvation Army reserves the right to revise the job or to require that different or additional tasks be performed based on the organization’s need 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.