Office Assistant

BASIC PURPOSE

The purpose of this position is to provide office and clerical support to the Corps Officer(s) to ensure the efficiency of office operations. This position will work directly with personnel and volunteers, community partners, vendors, and clients in providing assistance with accounts receivable/payable, statistics, social services, and other support as needed. This position will also assist with all aspects of planning, organization and implementation as it pertains to regular, seasonal, and special events. This position will be the primary liaison to Divisional Headquarter departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Courteously answer phones and, as needed, direct department-specific calls to appropriate personnel for follow-up. Retrieve voicemails every morning, capturing the details of the message, and disseminate information to appropriate personnel for follow-up.
2. Responsible for retrieving from the P.O. Box and receiving at the physical address all mail for the organization to be opened with another staff member and processed accordingly.
3. Produce and process all correspondence, including but not limited to letters, email, cards, mail merge, and mass mailings as directed using MS Office products.
4. Manage and maintain office files and record keeping, including mileage logs, incident reports, vendor files, vehicle and property files, etc. Confidentiality expected.
5. Manage and maintain office supplies and equipment, communicating any needed repairs or restocking to the Corps Officer(s) for purchase approval as needed.
6. Take minutes of and prepare communications for the Corps Advisory Board and Corps Council meetings.
7. Receive and record statistics from various corps and social service programs.
8. Open and/or close office when necessary.
9. Assist with various seasonal duties as needed during Kettle season.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

1. High School diploma or equivalent. Prior office experience preferred.
2. High degree of confidentiality
3. Computer literate and competency using MS Office products or able to learn quickly.
4. Ability to speak, read and write in the English language at a high and professional level.
5. Ability to operate basic office equipment: Fax, copier, printer, calculator, etc.
6. Excellent organizational skills, utilizing a high level of time management and handling multiple tasks.

CERTIFICATES, LICENSES, REGISTRATIONS

1. Must possess a valid California Class C Driver License, and ability to drive a Salvation Army vehicle
2. Must be 21 years or older.
3. Complete The Salvation Army vehicle course training.

PHYSICAL REQUIREMENTS:

1. Ability to remain at a desk for periods of up to two (2) hours with minimal interruption.
2. Ability to operate a keyboard is essential
3. Ability to operate under busy working conditions in a rapidly changing work environment with multiple priorities is required
4. Ability to operate telephone
5. Ability to occasionally lift up to 25 lbs. for administrative positions
6. Ability to operate a computer
7. Ability to process written, visual, and/or verbal information
8. Ability to drive a TSA vehicle