What are the responsibilities and job description for the Administrative Assistant position at The Salvation Army?
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 the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.
We are the largest non-governmental provider of social services in America and every year, we help over 30 million Americans overcome poverty, homelessness, addiction, economic hardships, loneliness, and exploitation through a wide range of programs and services.
Our Eastern Territorial Headquarters' Property Department in West Nyack, NY has an opening for an Administrative Assistant.
The Administrative Assistant provides support to the Property/Assistant Property Secretary in areas pertaining to the operation of the Property Department. The individual must be knowledgeable in the following areas
Capital Database
We are the largest non-governmental provider of social services in America and every year, we help over 30 million Americans overcome poverty, homelessness, addiction, economic hardships, loneliness, and exploitation through a wide range of programs and services.
Our Eastern Territorial Headquarters' Property Department in West Nyack, NY has an opening for an Administrative Assistant.
The Administrative Assistant provides support to the Property/Assistant Property Secretary in areas pertaining to the operation of the Property Department. The individual must be knowledgeable in the following areas
- General Clerical Work.
- Property Council Databases and Minutes.
- Maintaining BUP files.
- Scanning Program for Property Department.
- Departmental supplies and purchasing
- General requirements of contracts for architectural services and construction.
- General requirements for bonds and insurance for construction contracts.
- General Salvation Army requirements for Property projects.
Capital Database
- Property Department has been requested to assist the THQ Finance Department by processing the Adjustment to Real Estate Capitalization utilizing the Capital Database.
- Maintain the Capital Database with the information for properties owned by The Salvation Anny.
- Ensure that the information is up to date and correct for each property. utilizing the PMIS of Risk Management to obtain the Location Code and verify that the property is insured.
- Utilize the Notes field on the property record to write specific, unique information and findings regarding the property.
- Review, verify and process the Adjustment to Real Estate Capitalization forms when received from the Divisions for acquisitions (purchases, donations), sales and major renovations/alterations/improvements projects, aka capital project.
- Capitalization forms for THQ properties originate from THQ Finance Department.
- Consult with the Fixed Asset Accountant, THQ Finance Department, with any question regarding expenditures proposed for capitalization or current capitalization of a property.
- Create an Agenda Item of the processed Adjustment to Real Estate Capitalizations for upcoming Territorial Property Council.
- Adjustment to Real Estate Capitalization forms for acquisitions and sales are to be processed in the fiscal year in which the transaction was finalized.
- An Adjustment to Real Estate Capitalization can only be processed for an acquisition or sale after
- the transaction is finalized.
- If an Adjustment to Reel Estate Capitalization is submitted and the case is not closed by the Property Legal Specialist, assist to request the closing documents from the Division; upon receipt, the Adjustment to Real Estate Capitalization can be processed.
- Adjustment to Real Estate Capitalization forms for projects should be submitted by the Division when the project is put in service. Final budgets help to confirm the correct amount proposed for capitalization.
- Put all Territorial Property Council Minutes for approved Adjustment to Real Estate Capitalization in the fiscal year binder.
- Check periodically to ensure that the Real Estate Master worksheet is updated with the Territorial Property Council approval date for the Adjustment to Real Estate Capitalizations for acquisitions and sales.
- Fiscal year closing is September 30. However, the general practice is to extend a few weeks into October to facilitate the processing of Adjustment to Real Estate Capitalization forms that were received late.
- Cooperate with THQ Finance Department to assist in processing all Adjustment to Real Estate Capitalization forms received for entry in the fiscal year.
- Assist THQ Finance Department to confirm receipt of all Territorial Property Council approved Adjustments to Real Estate Capitalization for the fiscal year.
- Fiscal year closing is complete when Capital Database figures agree with the figures in the THQ
- Finance Department. This function is done by the Auditors.
- Print annually (January) a Statement of Real Estate to be held in a binder for use as resource by the Property Department staff. Send a copy of the list to the Property Secretary, Assistant Property Secretary, Property Legal Specialist and Fixed Asset Accountant, Finance Department.
- Print and transmit annually (January) an electronic copy of a Statement of Real Estate for each Division to the attention of the appropriate Divisional Commander and Property Liaison.
- Tax exemption applications for newly acquired properties are normally prepared by legal counsel for the Division or Command.
- Responsible annually to prepare for signature completed tax exemption applications and renewal applications received from EMPIRE State Division and ARC Command; once signed, forms are returned to the Property Liaison for the Division or Command.
- The other Divisions manage the tax exemption applications and renewal applications for the properties in the Division. Any tax exemption renewal applications received by Property Department for Divisional properties should be forwarded to the Division or Command for them to complete.
- Assist Divisions or Command with any questions re tax exemption applications/renewal applications.
- Tax exemption applications for newly acquired properties are prepared by THQ Legal Department.
- Responsible annually for completion, preparation for signature, and submission of THQ and CFOT properties tax-exempt renewal applications to the appropriate Town assessor offices in Rockland County.
- Send AIA contracts to Division
- Tax exemptions
- Capitalizations
- Emergency Approvals
- Process NOAS
- Bachelor's degree
- 3-5 years of related experience
- Computer proficiency (Microsoft Office Suite, IBM Notes)
- Good organizational skills
- Generous Medical, Dental, Vision Benefits
- TSA paid Life Insurance for Employees
- Additional life insurance options for employees
- On-site cafeteria
- Paid Time Off – Vacation, Sick, Personal days
- 403(b) retirement savings plan
- Non-contributory Pension Plan
- Professional Development
- Education Assistance
- Free, on-site Fitness Center
- Federal holidays
- Opportunities to give back and support our communities
Administrative Assistant
Saint Dominic's Family Services -
Blauvelt, NY
