Administrative Assistant - Anaheim

ABOUT THE ARC

The Salvation Army (TSA) Adult Rehabilitation Center (ARC) is a no-fee program to assist men & women in their journey to complete our rehabilitation program. We are grateful for the contributions our valued employees make toward the maintenance and effectiveness of the programs. The organization is indebted to and dependent on the diligence and devotion of its employees.

ABOUT OUR TEAM

Become part of the dedicated team at The Salvation Army! Together we can continue to serve and impact our local community, through the commitment to “Do The Most Good” at our Anaheim ARC, which supports the Adult Rehabilitation Program. This is an opportunity to promote a positive shopping/donor experience, enhance customer service, problem-solving and teamwork skills, while contributing to the success of our Program and its participants.

EMPLOYEE BENEFITS OFFERED

• Opportunity for career growth
• Paid time off
• Employee Discounts
• Employee Referral Bonuses
• Medical, Dental, and Vision
• Retirement Plan
• AFLAC
• Employee Assistance Program (EAP)

As our enthusiastic and hardworking ADMINISTRATIVE ASSISTANT, you will be responsible for (but not limited to):

• Responsible for the management and smooth running of the Administration Office.
• Coordinates with the Business Director and other department supervisors to maintain structure
• Schedules appointments and meetings for the Administrator, and notifies person’s required to attend.

• Answers all incoming calls on their own and Administrator’s extension.
• Responsible for creating and maintaining filing system in conjunction with Territorial Headquarters specifications.
• Attend Advisory Council meeting and supervisory staff meeting. Responsible for taking minutes, typing and distribution these minutes on Administrator’s approval.
• Responsible for gathering and recording of statistical information. Ensures that accurate records are kept on file and that statistics are reported to the Command in a timely manner.
• Keep calendar of guests for Center apartments. Notify the appropriate supervisors.
• Make airline, hotel, and etc. reservations as necessary.
• Compose own correspondence, memos, thank you letters and distributes as appropriate.
• Responsible for processing all purchase orders between various Departments and Administrator for approval, Maintain accurate log of all P.O. requests.
• Issues blank purchase orders to designated person and maintains log of issued purchase orders
• Files copies of all approved purchase requests and purchase orders along with packing and delivery slips until matched with orders.
• Sorts and opens Center mail according to TSA policy and maintain check/donation log book.
• Prepares Local and Travel Expense Vouchers for the Administrator;
• Processes requisitions and transmits to THQ for approval
• Processes paperwork for all donated vehicles including thank you/receipt letters, DMV forms, Excel spreadsheet and ARCC policy paperwork.
• Receives store daily sales reports for accuracy and follows up with Store Managers when reports are missing or incomplete.
• Responsible for receiving customer complaints and seeing that action is taken to resolve the conflict in the most efficient way with appropriate director/manager.
• Handles various matters of publicity as assigned. Assists with the organization of events, which will promote the respect, and support of the center such as Good Turn Day, Salvation Army Day, etc.
• Responsible for the preparation and implementation of ideas and activities necessary for the Annual Sobriety Recognition Dinner. This includes working closely with the center Administrator and Advisory Council dinner committee. Responsible for keeping accurate record of income, expenses, program, etc. Maintain accurate address list, Public Relations as necessary, printing tasks as required, menu implementation and contracts.
• Provide Public Relations support in fielding donor inquiries and soliciting their support for the ARC program specifically.

• Promote public awareness by creating information tools, which can be used to educate the public about the ARC program.
• Responsible for maintaining stationary supplies, including copy paper, letterhead and envelopes for center. Assists all departments in acquisition of necessary supplies by keeping catalogs for approved vendor on hand. Fax orders as needed. Order needed supplies from THQ.
• Arrange for shipping items when needed. Organization and maintenance of vendors and systems to obtain printing and shipping services as necessary and informing all departments of these vendors and procedures.
• Maintain confidentiality in accordance with established policies and laws in order to help maintain the integrity of the total program.
• Assists the Director of Special Services as needed, including Auxiliary meetings, RSVP’s flyers, fundraising events, etc.
• Prepares Wednesday and Sunday Program Bulletin for chapel services.
• Recommended Reading: My Brother, New Frontier, War Cry, Year Book.
• Other written or verbal duties as may be assigned by the Administrator or designate.

Qualifications to be considered for this position:

• AA degree.
• Minimum three years offices experience with supervisory experience a plus.
• Able to operate basic office machines including typewriter, computer, calculator, photocopier, time clock and telephone.
• Knowledge of Windows 2000, MSWord, Excel, and Publisher with ability to learn additional software as appropriate.
• Able to type 60 WPM.
• Able to transcribe from a Dictaphone
• Ability to spell correctly and edit correspondence for correct grammar and usage of the English language.
• Ability to track on multiple tasks efficiently, completing each in a professional and timely fashion.
• Professional judgment and integrity in handling confidential material.
• Knowledge of Salvation Army terminology and procedures preferred.

Physical Demands:

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and other office equipment.
• Ability to communicate clearly on the telephone.
• Ability to lift up to 30 lbs
• Ability to perform various repetitive motion tasks

Schedule

Work schedules are determined by Management and employee must be flexible. Full-time may be scheduled to work any full-time shift including evenings, weekends, and holidays.

The Salvation Army will comply with all governmental orders and any contractual obligations relative to COVID-19 safety measures, including mandatory vaccination of staff, if required. The Salvation Army will consider requests for exemptions from any such requirements on either religious or medical grounds when available.

Education

• High School or Equivalent or better

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)