Receptionist/Administrative Assistant

LOCATION: Northwest Valley Corps

STATUS: FTE/40 hours/wk

MISSION STATEMENT: 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 love for God. Its mission is to preach the Gospel of Jesus Christ and meet human needs in His name without discrimination.

QUALIFICATIONS:

• High School Diploma or equivalent required
• Some college coursework preferred
• Type 35 wpm and be able to operate general office equipment
• Proficiency with Microsoft Word, Excel, Publisher and Outlook
• Possess basic customer service and phone skills
• Bilingual preferred
• Demonstrate a positive attitude, with ability to work with people of diverse backgrounds and circumstances
• Able to maintain a non-judgement attitude, professional approach and boundaries with program participants
• Able to handle emergencies and utilize crisis intervention, crowd management and conflict resolution skills
• Ability to assess at risk participants and situations
• Ability to maintain a calm demeanor in stressful situations
• Excellent verbal and written communication skills
• Arizona Driver's license with a clean driving record
• Ability to pass The Salvation Army Fleet Safety training
• Must pass a criminal background check

RESPONBILITIES:

Reception

• Receive visitors at the reception desk
• Determine visitor's needs and direct to appropriate information or staff member
• Ensure that all visitors, volunteers, vendors and clients are signed in/out
• Assist Social Service staff with managing the flow of intake for emergency food and appointments.
• Accept and sign for deliveries
• Provide visitors with access to restrooms by issuing and monitoring the use of bathroom passes, adhering to established PTM procedures.

Clerical/Social Services

• Manage visitor, volunteer and social service sign-ion logs
• Manage incoming calls and direct to proper extensions
• Take messages and relay, when necessary
• Formulate and type any necessary correspondence, emails, program support materials.
• Assist Office Manager/Social Services Director with all clerical skills including but not limited to: copying, filing, data input, assist with applications, gathering of paperwork for cases, etc.
• Keep signage for lobby and front/rear entry up to date with program information and hours of operation.

Office Management

• Coordinate supply needs with staff and place monthly orders for office and janitorial supplies.
• Keep up to date file on any service calls and related email correspondence (Zojio, Office Max, etc.)
• Manage Corps calendar for programs, vacation etc.
• Assist Volunteer Coordinator in the completion of volunteer packets and the management of volunteer activities.
• Be present to assist Corps Officer and other staff with the coordination of major events such as: annual dinner, fund raiser, divisional/territorial events, gift in kind drives, etc.
• Set up 'Sunday Welcome Table' and keep adequate supplies for it on hand.

Human Resources

• Assist CO with special recognitions for employee birthdays/anniversaries/special events.
• Assist CO with printing, copying and distribution of confidential information with employees, administrative staff, Human Resources and DHQ

Program

• Assist program staff with the ordering, check-in and distribution of program supplies.
• Assist program with gathering supplies, decorations, materials in support of programs

Finance

• Receive monetary and Gifts in Kind donation, issuing numbered receipts, providing copies to local finance clerk.
• Assist finance clerk with deposits - counting, verification and paperwork as needed
• Assist local finance clerk with the distribution of gift certificates according to established policies for distribution and maintain log.

Seasonal

• Prepare copies of applications for all seasonal assistance (Back to School, Christmas, etc.)
• Prepare copies of response forms, flyers, kettle slips, promotional forms.
• Assist with mailings.

Custodial

• Clean office and workstation on a weekly basis, or as needed: dust, disinfect, vacuum and declutter
• Place office trashcan, copy room trash can and shredder bin in hallway for janitorial service on Mondays, Wednesdays and Fridays.
• All other duties as assigned as they relate to the position of Administrative Assistant.

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.

While performing the duties of this job, the employee is regularly required to walk, stand, climb or balance, stoop, kneel, crouch, crawl and reach with hands and arms on a continuous basis. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 75 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.