Administrative Assistant Job Chicago area,Illinois USA,Administrative/Clerical

THE SALVATION ARMY NORTH & CENTRAL ILLINOIS DIVISION Adele and Robert Stern Red Shield Community Center

JOB DESCRIPTION

POSITION TITLE:

Administrative Assistant LOCATION/DEPT:

Red Shield Center

REPORTS TO:

Corps Officers FLSA CATEGORY:

Non
- Exempt STATUS TYPE:

RFT PAY GRADE:403 PAY RANGE:$18.74 WHO WE ARE

At The Salvation Army, we are dedicated to Doing the Most Good. We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors.

RED SHIELD MISSION

To provide leadership using policies, procedures and available systems to support the Red Shield Center in meeting the mission of The Salvation Army.

OUTCOMES

The Administrative Assistant provides general office support for the Red Shield Center including assistance with written and oral communications, data organization, finance reports, payables, and deposits.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative duties are performed including

Phones are answered and calls are directed to the appropriate locations.
Incoming mail is opened, stamped and distributed.
Various reports and correspondences are prepared for the Corps Officers.
The administrative offices are organized including filing and the storage of supplies.
Supplies are ordered for all departments.
Thank you notes are written for donations.
Community service workers are appropriately scheduled and supervised.
Invitations are sent for various events, including quarterly community meetings.
Payables are paid on a weekly basis, checks cut and ready for signatures.
Deposits made to bank according to policy.
Count all cash/check and make journals accordingly.
Along with designated staff (as assigned by Corps Officer) transport all deposits in a timely manner to the bank.
Maintain rental payments on all tenants.
Track and record all grants/donations from funding sources.
Prepare financial reports and outcomes of grants for submission to DHQ as needed.
Generate billing statements for additional services required from tenants for payment.

Recruitment

Retrieve applicant employment applications from ICIMS for processing.
Background check clearances are communicated timely.
References are completed and forwarded to the HR Department at Divisional Headquarters.

Hiring/Termination

Prepare hire and termination paperwork and forward to the HR Department at Divisional Headquarters.
Create and maintain employee files. Ensure each file is complete with all required paperwork. Accurately file any documentation/correspondence obtained after hire. Process terminated files in accordance with proper procedures. Ensure that strict confidentiality is maintained with regards to employee files.

Payroll/Employment Changes

Enroll new employees into the Paycor time clock.
Assist with processing of payroll on a bi-weekly basis.
Track and submit any change of status forms (pay changes, title changes, promotions, address changes, etc.).
File approved documents received from the HR Department at Divisional Headquarters.
Verify time availability for staff time off requests.
Ensure that payroll authorizations for hours worked, overtime, and undocumented starting/ending times are valid.
Distribute paychecks in a timely manner. Ensure all employees have direct deposit or issue bank cards.

Benefits Management

Act as the liaison with the HR Department at Divisional Headquarters regarding all benefit and insurance issues.
All Workers Compensation claims are reported/processed and tracked timely. Claims are reported to the HR Department at Divisional Headquarters.
All leaves (FMLA, PLOA) are processed and tracked. Pertinent information is communicated to the HR Department at Divisional Headquarters.

All other duties as assigned.

REPORTING RELATIONSHIPS

This position reports to the Corps Officer.

In contacts related to this position's duties, this individual acts as a representative of The Salvation Army and its mission.

PERFORMANCE MEASUREMENTS

This individual will be evaluated on how effectively the outcomes of this position are achieved.

Timeliness and accuracy of accomplishing assigned goals will be reviewed, and an evaluation of how effectively service provided.

A 30, 60, and 90-day performance review will be conducted.

EDUCATION/EXPERIENCE

High School Diploma required with 2- 4 years of experience required. An associate degree preferred.
Experience in PC-based work environments, including Word and Excel.
Must be able to type 60 wpm.

COMPETENCIES

Willing to…