New 
Administrative Aide II-DHQ Social Service
 The Salvation Army USA Western Territory - Cascade Division | |
25.00
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 United States, Oregon, Happy Valley | |
| 8495 Southeast Monterey Avenue (Show on map) | |
 Nov 18, 2024 | |
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Description
Recruiting Opportunity Closes: 11.28.2024 Hourly Wage: $25.00 Hours Per Week: 40 Status: Non-Exempt / Full Time Number of Positions: 1 Department: Portland Metro & Social Services Position Title: Administrative Assistant II The Salvation Army Mission Statement: Application Instructions: Complete the online job application, upload a resume and cover letter. To apply online go to: Administrative Aide II-DHQ Social Services To apply in person go to 8495 SE Monterey Ave., Happy Valley, OR 97086. Bring a resume and cover letter and complete the job application provided to you. Incomplete applications will not be accepted. Questions, contact Melody Moshkowski at melody.moshkowski@usw.salvationarmy.org or call (503) 794-3260. Ms. Moshkowski is the sole point of contact for questions regarding this position. Recruiting Accommodation Statement: ------------------------------------------------------------------------------------------------------------------------- Qualifications:
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Education: High school diploma or equivalent required; associate or bachelor's degree in business administration, Social Services, or related field preferred.
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Experience: Minimum of 2 years of administrative support experience, preferably supporting an executive or senior leader; experience in a non-profit or social services environment is a plus. Preferred: Knowledge of social service operations or familiarity with issues faced by underserved communities.
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Licenses and Certifications: Current Valid Driver's License
Scope of Position:
We are seeking a proactive, detail-oriented Administrative Assistant to support the Divisional Social Service Director in managing daily operations and coordinating essential functions of the social service office. The successful candidate will play a vital role in ensuring the efficient workflow of administrative tasks, handling communications, scheduling, and assisting in projects that support the mission and goals of our social services department. This role requires discretion, professionalism, and a commitment to serving communities in need.
Key Responsibilities:
* Administrative Support: Perform general administrative duties, including document preparation, filing, record maintenance, and data entry, ensuring all materials are organized and accessible. Create, receive, edit and route Program specific and routine tasks in The Salvation Army Mission Manager (TSAMM) in order to facilitate the efficient flow of proposals, contracts and routine information items to and from Command Finance Council and Division Program Council.
* Scheduling and Coordination: Manage the Executive Director's calendar, including coordinating meetings, conferences, and appointments; prepare and distribute agendas and meeting materials.
* Meeting Support: Attend meetings, draft follow-up correspondence, create agendas, and take meeting notes.
* Communication: Act as a primary point of contact for the Divisional Social Service Director, handling inquiries, routing calls, and responding to emails professionally and in a timely manner. Act as a liaison for departments within the Division and Corps, serving as a point of contact for other departments (e.g., Human Resources, Payroll, Finance, Development) at Divisional Headquarters as authorized generally, or for specific tasks, projects, and to resolve issues.
* Document Preparation: Draft, proofread, and edit documents, presentations, and reports; assist with grant applications, funding proposals, and other written materials as needed.
* Project Assistance: Assist in planning and coordinating special projects and events; work with cross-functional teams to meet project goals.
* Data Management: Enter and manage data within relevant databases, keeping records up-to-date and protecting confidentiality. Generate reports and retrieve information as requested.
* Research and Data Gathering: Conduct research as required to support the Divisional Social Service Director's initiatives and projects; compile data and prepare summaries or reports.
* Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and professionalism; ensure compliance with organizational policies and procedures.
* Stakeholder Engagement: Liaise with internal and external stakeholders, including board members, community partners, and clients, ensuring positive and productive communication.
* Logistics and Supplies Management: Oversee office supplies inventory, arrange for equipment maintenance, and coordinate travel arrangements for the Executive Director as needed.
* Routine and Non-Routine Projects: Independently or with a team, assist in planning and coordinating recurring, seasonal, or special projects and events.
* Knowledge, Skills, and Abilities:
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Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
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Strong written and verbal communication skills.
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Excellent organizational and multitasking abilities.
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High attention to detail and accuracy.
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Ability to work independently with minimal supervision, as well as collaboratively in a team environment.
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Commitment to confidentiality and ethical work practices.
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Ability to interact with individuals using generally accepted business behaviors and standards. Use interpersonal skills to deal effectively with others in favorable and unfavorable situations.
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Train, plan, and direct the work of others. Organize, prioritize, and plan own work.
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Learn new systems and procedures.
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Problem solve, i.e., the ability to identify problems and find effective solutions.
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Physical Requirements: See Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position
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Working Conditions: See Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position
* MISCELLANEOUS:
The candidate chosen for this position will be required to pass a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction(s) will be considered.
Will require a motor vehicle record check. Must have a valid driver's license and acceptable driving record.
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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.
Supervisor:
Divisional Social Services Director
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Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position
Position Title:
Job Code:
1. The physical activity of this position. (Please check all blocks that apply)
A. Climbing. Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms.
B. Balancing. Maintaining body equilibrium to prevent falling and walking, standing or crouching on narrow, slippery, or erratically moving surfaces.
X
C.
Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
X
D.
Kneeling. Bending legs at knee to come to a rest on knee or knees.
X
E.
Crouching. Bending the body downward and forward by bending leg and spine.
F. Crawling. Moving about on hands and knees or hands and feet.
X
G.
Reaching. Extending hand(s) and arm(s) in any direction.
X
H.
Standing. Particularly for sustained periods of time.
X
I.
Walking. Moving about on foot to accomplish tasks.
X
J.
Pushing. Using upper extremities to press against something with steady force to thrust forward, downward or outward.
X
K.
Pulling. Using upper extremities to exert force to draw, haul or tug objects in a sustained motion.
X
L.
Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.
X
M.
Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
X
N.
Grasping. Applying pressure to an object with the fingers and palm.
X
O.
Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
X
P.
Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly, or quickly.
X
Q.
Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction.
X
R.
Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
2. The physical requirements of this position. (Please check all blocks that apply)
A. Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
B. Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
X
C.
Medium work. Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
D. Heavy work. Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.
E. Very heavy work. Exerting more than 100 pounds of force occasionally, and/or more than 50 pounds of force frequently, and/or more than 20 pounds of force constantly to move objects.
3. The visual acuity requirements including color, depth perception, and field vision (Please check only one block)
X
A.
The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
X
B.
The worker is required to have visual acuity to perform an activity such as: operates machines, such as lathes, drill presses, power saws, and mills where the seeing job is at or within arm's reach; performs mechanical or skilled trades tasks of a non-repetitive nature, such as carpenter, technicians, service people, plumbers, painters, mechanics, etc.
X
C.
The worker is required to have visual acuity to operate motor vehicles and/or heavy equipment.
X
D.
The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.)
4. The conditions the worker will be subject to in this position (Please check all blocks that apply)
A. The worker is subject to environmental conditions. Protection from weather conditions but not necessarily from temperature changes.
B. The worker is subject to outside environmental conditions. No effective protection from the weather.
X
C.
The worker is subject to both environmental conditions. Activities occur inside and outside.
D. The worker is subject to extreme cold. Temperatures typically below 32 for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity.
E. The worker is subject to extreme heat. Temperatures above 100 for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity.
F. The worker is subject to noise. There is sufficient noise to cause the worker to shout to be heard above ambient noise level.
G. The worker is subject to vibration. Exposure to oscillating movements of the extremities or whole body.
H. The worker is subject to hazards. Includes a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, exposure to high heat or exposure to chemicals.
I. The worker is subject to atmospheric conditions. One or more of the following conditions that affect the respiratory system of the skin: fumes, odors, dust, mists, gases, or poor ventilation.
J. The worker is frequently in close quarters, crawl spaces, shafts, man holes, small enclosed rooms, small sewage and line pipes, and other areas that could cause claustrophobia.
K. The worker is required to function in narrow aisles or passageways.
L. None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.) Education
High School or Equivalent (required)
Bachelors of Business Administration (preferred) Experience
Minimum of 2 years of administrative support experience, preferably supporting an executive or senior leader. (required)
Preferred: Knowledge of social service operations or familiarity with issues faced by underserved communities. Experience in a non-profit or social services environment is a plus. (preferred) Licenses & Certifications
Driver's License (required)
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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