Administrative Assistant & Human Resource Clerk - The Salvation Army USA Southern Territory : Job Details

About this opportunity: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.Key responsibilities:

• 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 timecards, ensures proper leave balances are maintained, applies edits as needed and enters data and corrections into the time system on a weekly basis; advises 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; research 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.

What we are looking for in you:Two-year degree or equivalent college coursework,Andfour years progressively responsible experience performing administrative work in a general office,orany equivalent combination of training and experience which provides the required knowledge, skills, and abilities.Physical Requirements and Working Conditions:Manual dexterity. Ability to sit, walk, and stand on a frequent change basis in order to perform the duties of this position. Ability to lift objects weighing between 25-50 lbs. Must be self-directed with ability to tolerate frequent interruptions.Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts with noise, dust, dirt, and the like. Employee Benefits

• Medical, Dental and Vision Insurance
• Paid Time Off (PTO) and Holiday Pay
• Life Insurance
• Retirement Plans and more!

Why work for us?The Salvation Army offers a broad range of career opportunities, particularly targeted toward those motivated by our mission, to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.The Salvation Army strives to do the Most Good for its employees by offering a greater sense of purpose in the work performed, by training and mentoring employees and by offering competitive compensation and benefit plans. Whether employed as a truck driver, administrative support team member or the director of a program, our employees understand at the core of their work is the opportunity to be an integral part of an organization that is Doing the Most Good.Five values at the heart of everything we do...We are...

• Passionate
• Compassionate
• Uplifting
• Brave
• Trustworthy

Additional Information:All employees recognize The Salvation Army is a church and agree they will do nothing as an employee of The Salvation Army to undermine its religious mission.Application Submittal Period: January 28th, 2025- February 10th, 2025All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.Equal Opportunity Employer Minorities/Women/Veterans/DisabledWhen an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.We appreciate your interest in employment opportunities with The Salvation Army!Other details

• Job Family FL-NON-EXEMPT
• Job Function Human Resources
• Pay Type Hourly
• Min Hiring Rate $19.42
• Required Education Associate Degree
• Job Start Date Monday, February 10, 2025

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