Office Coordinator

Job Summary:

Ensures the accomplishment of the various office and secretarial tasks in the most efficient and effective manner possible; prepares various routine and special reports to keep the Officers abreast of progress ;completes all human resources functions for Corps.

Essential Functions:

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested toperform job-related responsibilities and tasks other than those stated in this job description.

Office Coordinating Responsibilities (60%)Prepares, types, and processes correspondence, check requests, audit sheets, forms, invoices, legal documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness, and timeliness of thesame.

Serves as staff liaison to the local Advisory Council; maintains the roster for the local Advisory Council;sets up the meeting room for all advisory council meetings; takes, maintains, and distributes meeting minutes.

Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an accurate,complete, and timely manner; updates, posts and indexes information and inputs data to maintain office records; researches office files to locate specific information found in documents, correspondence, lists,forms, etc. in order to prepare specific reports.

Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct.

Receives and responds to questions or problems regarding the office operations; researches information in order to provide information or resolve problems in a timely manner.

Receives, sorts, collates 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.

Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents;maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner.

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.

Participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems; provides recommendations for improvements and/or enhancements in office productivity.

Orders office supplies and ensures that the office supply inventory is maintained at a level to meet theneeds of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations.

Human Resources Responsibilities (20%)Completes all employment action documentation for Corps employees including but not limited to newhire, background checks, E-Verify, classification changes, and separation, FMLA, insurance, and workers compensation.

Prescreens and interviews applicants for prospective employment; assists the Corps Officers with all aspects of the recruitment process as requested by the Corps Officers.

Conducts new hire orientation for new employees; explains policies, procedures, and mission statement to all new employees; completes and maintains employment files for employees.

Ensures paperwork is submitted to Area Command Human Resources for review and approval by the Divisional Finance Board in a timely manner.

Completes and submits paperwork for Christmas Seasonal employees to Area Command Human Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.

Volunteer Coordination Responsibilities (10%)Maintains ongoing development and promotion of a wide range of volunteer opportunities with The Salvation Army local Corps; recruits, trains, interviews and screens all volunteers needed to support

Corps projects.

Coordinates all volunteer activities and work assignments; reviews written reports and observes work activities of volunteers to evaluate performance; assists in identifying and recommending changes in assignment of volunteer staff; informs volunteers of policies, procedures, and standards of service.

Prepares and maintains up-to-date records on all volunteers; prepares timely statistical and activity reports on volunteer and corporate and community participation; prepares annual report regarding thestatus of the corporate…