Administrative Aide

DEPARTMENT: Women's Ministires

POSITION TITLE: Administrative Aide

STATUS: Full-Time, Non-Exempt

PAY RANGE: $19.71 - $30.00 per hour

THE SALVATION ARMY MISSION

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

POSITION SUMMARY

Provide administrative support to the Territorial President of Women's Ministries by scheduling meetings, reviewing travel arrangements, handling communications, and preparing documents and reports. Primary tasks include calendar management, speaking engagement coordination, and planning and preparing events. Essential skills include time management, excellent written and verbal communication, proficiency in office software, confidentiality, and working independently.

EDUCATION AND WORK EXPERIENCE:

• Minimum two years experience as an Administrative Aide or Executive Secretary.
• Understanding of Salvation Army terms and protocol.
• Professional appearance.
• Understanding of supportive role of administrative aide position in a department environment.
• Understanding the need to function within established business protocols.
• Self-motivating.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Computer skills required: Windows, Microsoft Word, Outlook, Access, Microsoft Excel
PowerPoint, Microsoft Publisher are helpful.
Test Scores of 60 wpm accurate typing, 90% spelling and 85% grammar
Knowledge of general office procedure and practices
Language skills: Strong use of the English language
Business writing skills
Organizational skills
Filing skills
Bring-up system skills
Professional telephone skills
Multi-task and multi-project capacity
Coordination skills-teaming with others within department to achieve goals
Professional social skills-ability to pleasantly relate to, and cooperate with others in the department, and to interrelate effectively with multiple other departments: headquarter offices and all field offices

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Prepare and/or distribute materials, as directed, for events
2. Computer data input for keeping records
3. Coordinate department projects when assigned
4. Relate with other departments to gather, process, or coordinate department matters
5. Act as administrator of the Women's Ministries Website
6. Act as an Administrator on the Territorial Women's Ministries Facebook page posting items from events, advertisements, and other content
7. Work with Silver Star Secretary to:
* Process and mail to Silver Star members (650+)
* Maintain database for the Fellowship of the Silver Star and contact listing
* Prepare and plan the Silver star Banquet
8. Assist with the event planning and coordination of the 4 day Holiness Retreat
9. Prepare Event Briefs
10. Update the TEC/Admin Hospitality list and distributed
11. Update the WM Organizational Chart distributed
12. Update and distribute the Cabinet and TC/CS/WM personnel birthday listing
13. Update National/Territorial Lists
14. Assist with maintenance of office equipment
15. Email building maintenance requests for WM department
16. Assist TPWM with:
* Order and distribute Christmas gifts, Territorial Leader's Christmas Card, Tree lighting gifts, etc
* Keep Christmas Brief for each year
* Send new appointment letters and Briefs of Appointment for Territorial/Divisional WM positions.
* Prepare and distribute the department calendar
* Send birthday cards to ALL Active Officers and their children
* Send Anniversary cards to ALL Active Officers
* Send Get-Well and Sympathy at TPWM request
* Send flowers at request of TC/TPWM
* Other various duties as requested by the TPWM

ESSENTIAL GENERAL DUTIES (but not limited to):

• Correspondence: transcribe letters, draft letters and emails, over the signature of supervisor(s), as requested
• Sort and distribute all mail for the TPWM
• Handling confidential correspondence
• Performing basic bookkeeping tasks
• Providing general support to the Women's Ministries Department

PHYSICAL REQUIREMENTS:

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead.
• Ability to operate telephone.
• Ability to operate a desktop or laptop computer.
• Ability to lift up to 20 lbs.
• Ability to access and produce information from a computer.
• Ability to understand written information.

REPORTS TO: TERRITORIAL PRESIDENT FOR WOMEN'S MINISTRIES