The Salvation Army Administrative Assistant in Honolulu, Hawaii

Requisition Number

19-0027 Administrative Assistant

Post Date

1/10/2019

Title

Administrative Assistant

City

Honolulu

State

HI

Description

THE SALVATION ARMY

HAWAIIAN & PACIFIC ISLANDS DIVISION

JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT

Department: Development

Position Title: Administrative Assistant to the Chief Development Officer

Supervisor: Chief Development Officer

FLSA Status: Non-exempt, full-time

Date: January 2019

General Statement: The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is a spiritual regeneration of all people.

MISSION STATEMENT: 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 love for God. Its mission is to preach the Gospel of Jesus Christ and

meet human needs in His name without discrimination.

JOB SUMMARY: The Administrative Assistant to the Chief Development Officer is responsible for providing administrative support to ensure efficient operation for the Development Department. Duties and responsibilities include a variety of tasks related to organization

and communication such as scheduling of appointments and travel, support for Advisory Board activities, support for special events, data entry, and other duties as assigned. Responsible for confidential and time sensitive material.

ESSENTIAL QUALIFICATIONS

• Valid driver’s license

• Bachelor’s Degree

• 5+ years administrative work-related experience

• Computer proficient in MS Word, Excel, Outlook, Mail merge, PowerPoint

• Familiarity with relational databases

by love for God. Its mission is to preach the Gospel of Jesus Christ and meet human needs in His name without discrimination.

JOB SUMMARY: The Administrative Assistant to the Chief Development Officer is responsible for providing administrative support to ensure efficient operation for the Development Department. Duties and responsibilities include a variety of tasks related to organization

and communication such as scheduling of appointments and travel, support for Advisory Board activities, support for special events, data entry, and other duties as assigned. Responsible for confidential and time sensitive material.

ESSENTIAL QUALIFICATIONS

• Valid driver’s license

• Bachelor’s Degree

• 5+ years administrative work-related experience

• Computer proficient in MS Word, Excel, Outlook, Mail merge, PowerPoint

• Familiarity with relational databases

• Type 65+ wpm with accuracy

• Excellent written and verbal communication skills

• Excellent spelling & grammar

ESSENTIAL FUNCTIONS:

• Office Maintenance and Support:

• Provide administrative support to the Chief Development Officer.

• Prepare and distribute correspondence as needed.

• Manage telephone and electronic communications.

• Prepare documents on a spreadsheet.

• Handle confidential information relating to clients and personnel.

• Update, maintain and generate donor lists.

• Assist in coordination of Development function and events.

• Maintain donor files.

• Keep track of and order supplies for office and Xerox machine as needed.

• Assist in mailing all correspondence to THQ.

• Mailing all Federal Express documents to THQ.

• Make all travel arrangements for Development Staff.

• Process and submit necessary paperwork for CFC.

• Assist with the mailing for Donor Acknowledgement letters for the Department which includes knowledge on mail merge.

• Assist with the general operation of the Development Department.

• Advisory Board:

• Assist the Development & Special Projects Manager in scheduling of Board committee meetings and other meetings.

• Assist the Development & Special Projects Manager with pickup and setup of lunches for committee meetings (i.e. Program, Nominating, Property, and Executive Committees).

• Assist the Development & Special Projects Manager in keeping Board Directories, Board Orientation Materials, and Induction process organized and updated. Order necessary items pertaining to Board Development process.

• Assist the Development & Special Projects Manager in the production of quarterly reports for the Advisory Board.

• Assist the Development & Special Projects Manager for minute taking and distribution of agenda and minutes for all Board Committee Meetings and Advisory Board Meetings.

• Donor Data Management:

• Prepare and mail weekly donor acknowledgement letters.

• Assist with daily mail opening as directed by the Donor Data Management Director.

• Assist with the counting of money during the Kettle/Holiday Season.

• Donor Relations:

• Maintain and track contacts with donors and prospective donors in database.

• Keep familiar with the various gift agreement procedures.

• Learn the functioning of the Donor Management System and assist in preparing reports from it.

• Prepare all necessary documents to assist in establishing major gifts for the Division.

• Community Development:

• Coordinate Advisory Board participation for community events which include, but not limited to: Holiday Bell Ringing, Thanksgiving Dinner, etc.

• Army of Hope Gala – work closely with Development Coordinator on logistics and Advisory Board participation.

• Make all travel arrangements for Development Staff.

• Process and submit necessary paperwork for CFC.

• Assist with the mailing for Donor Acknowledgement letters for the Department which includes knowledge on mail merge.

• Assist with the general operation of the Development Department.

• Advisory Board:

• Assist the Development & Special Projects Manager in scheduling of Board committee meetings and other meetings.

• Assist the Development & Special Projects Manager with pickup and setup of lunches for committee meetings (i.e. Program, Nominating, Property, and Executive Committees).

• Assist the Development & Special Projects Manager in keeping Board Directories, Board Orientation Materials, and Induction process organized and updated. Order necessary items pertaining to Board Development process.

• Assist the Development & Special Projects Manager in the production of quarterly reports for the Advisory Board.

• Assist the Development & Special Projects Manager for minute taking and distribution of agenda and minutes for all Board Committee Meetings and Advisory Board Meetings.

• Donor Data Management:

• Prepare and mail weekly donor acknowledgement letters.

• Assist with daily mail opening as directed by the Donor Data Management Director.

• Assist with the counting of money during the Kettle/Holiday Season.

• Donor Relations:

• Maintain and track contacts with donors and prospective donors in database.

• Keep familiar with the various gift agreement procedures.

• Learn the functioning of the Donor Management System and assist in preparing reports from it.

• Prepare all necessary documents to assist in establishing major gifts for the Division.

• Community Development:

• Coordinate Advisory Board participation for community events which include, but not limited to: Holiday Bell Ringing, Thanksgiving Dinner, etc.

• Army of Hope Gala – work closely with Development Coordinator on logistics and Advisory Board participation.

• Donor Data Management:

• Prepare and mail weekly donor acknowledgement letters.

• Assist with daily mail opening as directed by the Donor Data Management Director.

• Assist with the counting of money during the Kettle/Holiday Season.

• Donor Relations:

• Maintain and track contacts with donors and prospective donors in database.

• Keep familiar with the various gift agreement procedures.

• Learn the functioning of the Donor Management System and assist in preparing reports from it.

• Prepare all necessary documents to assist in establishing major gifts for the Division.

• Community Development:

• Coordinate Advisory Board participation for community events which include, but not limited to: Holiday Bell Ringing, Thanksgiving Dinner, etc.

• Army of Hope Gala – work closely with Development Coordinator on logistics and Advisory Board participation.

• Help to coordinate contract approval with CFC and obtain deposit for event.

• Write thank you letters for Community events (Including but not limited to: Army of Hope Gala, Foodland Give Aloha, CEO Sleepout, etc.)

• Become familiar with all of The Salvation Army programs.

OTHER FUNCTIONS:

Performs other duties as assigned.

MENTAL DEMANDS:

• Work under stressful conditions

• Interact with others with courtesy and tact

• Manage and prioritize multiple projects in an organized and efficient manner to meet tight deadlines

• Respond to crisis situations in a calm and effective manner

• Complete projects on schedule

• Maintain confidentiality

• Maintain regular and punctual work attendance

PHYSICAL DEMANDS:

The position requires sitting; climbing and/or balancing; stooping, kneeling, bending, stretching, crouching and/or crawling; standing; walking; manual dexterity and eye-hand coordination; use of vision; driving a vehicle; pushing/pulling/lifting/carrying up

to 25 pounds and occasionally more than 50 pounds; traveling by car and airplane.

COMMUNICATION DEMANDS:

The position requires talking to co-workers, clients, vendors; requires written communication to and from co-workers, clients, vendor; talking on the telephones; requires responding to written or verbal requests of co-workers, clients, and vendors; requires

training/giving verbal and written instructions; requires receiving verbal and written instructions; requires writing/composing written language; requires reading; requires visiting/working at other worksites; requires communication via the latest technologies.

SKILLS/TECHNICAL KNOWLEDGE:

• Travel off-island as necessary (if needed)

• Valid Hawaii driver’s license

EQUIPMENT NEEDS:

Use office equipment such as computers, photocopiers, scanners, calculators, etc.

DESCRIPTION OF WORK ENVIRONMENT:

Most work will be indoors at Divisional Headquarters. Attendance at trainings in Hawaii may be required (if needed).

NOTES:

The information in this job description indicates the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees

assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Employee

will be required to follow any other job-related instructions and to perform any other job-related duties requested by management.

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

  • Please view Equal Employment Opportunity Posters provided by OFCCP

here.

  • 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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