Administrative Assistant & Human Resource Clerk

The Salvation Army, an internationally recognized non-profit, faith-based organization, has a job opening for a Administrative Assistant/HR Clerk for the 2605 South Street location in Leesburg, Florida.
 

POSITION SUMMARY:

Relieves Corps Officer of administrative detail and administration operations, functions, and duties; performs advanced, complex, and often confidential administrative work with a broad scope of responsibilities; processes HR information and maintains the filing system of human resources documents; tracks attendance balances and leave requests; audits and performs data entry and edits in the time keeping system; assists with processing health insurance enrollment/termination information, background check submission requests and E-verify entries; prepares advanced and technical reports and spreadsheets from start to finish; prepares or compiles statistical reports; coordinates information and arrangements for meetings and seminars; responds to inquiries regarding departmental operations and ensures the office runs smoothly while the supervisor is absent.
 

ESSENTIAL FUNCTIONS:

Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, contracts, agreements, resolutions, programs, newsletters, statistics, budgets, invoices, legacy or other legal documents, notices, bulletins, agendas, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

Performs varied and/or routine administrative duties; prepares or assists in preparing or compiles statistical reports related to TSA programs; assists in establishing general policy and mission for Corps programs; assists with the administrative detail of designing, overseeing, and evaluating Corps programs.

Reviews HR records and enters information as required into TSAMM and the HRIS to assist the Regional HR Directors in reviewing and processing personnel information. Reviews electronic time cards, ensures proper leave balances are maintained, applies edits as needed and enters data and corrections into the time system on a weekly basis; advises the Human Resources Manager of constant tardiness, excessive absences and other related attendance issues.

Plans, prepares, updates, and monitors personnel records; files documents alphabetically, numerically or by any other established filing system; maintains and utilizes a bring-up filing system; ensures the files are maintained in an organized and efficient manner; inputs data and generates various personnel reports and lists. Assists the Regional Human Resources Director by updating and submitting monthly enrollments, terminations, and changes to the billing statement for The Salvation Army Health Plan for Divisional Headquarters; assists in delivering open enrollment documentation.

Performs the necessary data entry functions required to submit background check and E-verify requests; monitors electronic responses and notifies the Human Resources Manager of the same.

Maintains the confidentiality of all personnel and payroll records, and the confidentiality of personnel-related correspondence, conversations, or issues.

Coordinates and processes a wide range of administrative responsibilities associated with the preparation and administration of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; may attend conference to provide administrative support and to ensure that arrangements are in order before, during and after the event.

Assists with Salvation Army special events at the Corps level; this may include administrative detail, assistance in planning, leading, participating as needed/directed.

Receives and processes legal documents in an accurate and timely manner; records pertinent information in accordance with established procedures; prepares correspondence acknowledging the receipt and processing of the same. Prepares and processes purchase requisitions in accordance with established policies and procedures; maintains organized and complete files with proper back-up materials for each requisition; prepares correspondence regarding the same; ensures that all purchase requisitions are processed in a timely and accurate manner. Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures. Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.

Serves as a liaison for other departments and/or other divisions seeking information or services from the department head; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.

Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and enters data into the computer to maintain records; researches files to locate specific information found in documents, correspondence, lists, forms, etc.

Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner. Types correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation; may attend meetings and records minutes. Answers telephone in a courteous and tactful manner; schedules appointments; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.

Receives, procures, opens and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail. Obtains and applies correct labels to items to be mailed; distributes information regarding The Salvation Army's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same. Orders office supplies, promotional items, gifts, and publications and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and other special items required for the office operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible. Serves as a lead worker to subordinate clerical personnel; trains and instructs in methods and procedures; assigns and monitors work in progress and upon completion; informs supervisor of any problems with the quality or production of work.
 

OTHER RESPONSIBILITIES:

Trains new officers/employees in the utilization/operation of software packages such as Word and Excel as needed; resolves/troubleshoots computer software problems. Processes Power of Attorney in accordance with established policies and procedures. Schedules travel arrangements including flights, hotels, and local transportation; maintains travel schedules; may coordinate and process apartment reservations, maintenance, and hospitality gifts. Performs other related work as required.
 

EDUCATION AND EXPERIENCE:

Two-year degree or equivalent college coursework, and four years progressively responsible experience performing administrative work in a general office, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
 

LICENSES AND CERTIFICATIONS:

Valid state driver’s license may be required.
 

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of general office practices and procedures. Knowledge of effective and efficient recordkeeping practices and procedures. Knowledge of The Salvation Army mission and philosophy. Knowledge of the English language including proper grammar and punctuation. Knowledge of basic mathematics. Knowledge of accepted practices and techniques involved in budget and report preparation, recordkeeping, public relations, interpersonal relations, and business communications both oral and written. Knowledge of basic accounting or bookkeeping practices and procedures including ability to prepare spreadsheets. Ability to learn the broad scope of department operations and services in order to serve as an information resource and to provide assistance in a timely and effective manner. Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Ability to gather, compile, and assemble information into a final product for letters, records, reports, etc. Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards and deadlines. Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision. Ability to prepare spreadsheets and to maintain computer databases. Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner. Ability to build and maintain effective and professional relationships with other employees. Ability to maintain the confidential nature of personnel related information. Ability to communicate effectively with all levels of staff. Ability to prepare payroll records and meet established deadlines. Ability to serve as a lead worker to clerical personnel including assigning and monitoring work for accuracy and completeness.
 

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements. Ability to read, write, and communicate the English language. Ability to perform routine mathematical computations. Ability to transcribe dictation and type. Ability to key information into a computer. Ability to sort and file documents alphabetically and numerically. Ability to operate various general office equipment including a telephone, dictation equipment, computer, and adding machine. Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance. Ability to work well under the pressure of deadlines. Ability to follow instructions and work independently with limited supervision. Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 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. Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather.
 

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.