Administrative Clerk

THE SALVATION ARMY JOB DESCRIPTION

Job Summary: Performs a variety of clerical support work necessary for the smooth operation of the office to include typing, filing, photocopying, and scanning; processes a variety of routine paperwork necessary for office operations; files and records information; answers the telephone and provides general information regarding the office operations. Assists Officer(s) in charge as needed.

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 to perform job related responsibilities and tasks other than those stated in this job description.
Administrative Responsibilities (100%):  
Retrieves, sorts, and date-stamps all internal and external mail.  Distributes mail in an accurately and in a timely manner and ensures that all mail received is forwarded to the appropriate person and/or destination. Collects and prepares outgoing mail. 
Assists with departmental ordering and returning of merchandise.
Performs all department filing and retrieving of a variety of correspondence, forms, records, reports, and documents; sorts and files documents alphabetically, numerically or by any other established filing system; ensures the files are maintained in an organized and efficient manner.
Answers telephone in a courteous and tactful manner; assists Officers, employees and other contracts from outside The Salvation Army; provides accurate and complete informaation regarding the operations and/or services; refers callers to other areas based on their needs.
Works closely with graphic designer in the printing process of most print jobs.
Provides switchboard relief for receptionist for breaks and lunch and during absences.
Provides support for photocopy machines, facsimile machnes in the building and contacts service technicians when necessary.
Prepare Fed Ex/UPS packages for shipments and provide support to accept deliveries upon arrival.
Types, distributes and files puchase orders for office supplies and equipment.
Assists other department personnel in performing receptionist and clerical actiovities.
Prepares and processes requisitions and purchase orders for supplies and equipment.
Set up and produce single or multiple copies of printed, typewritten or other machine acceptable original material using photocopy equipment with reduction, enlargement, and collating and binding capabilities.
Operates binding and other auxiliary equipment.  Performs all phases of equipment set-up,operation and routine maintenance.  Maintain equipmenrt and supplies, to include cleaning and repairing.
Assist with ordering and stocking supplies in the DFB room.
Order/purchase supplies for use in the Carolina Room nd kitchen.  Ensure kitchen is stocked daily. 
Clean copy rooms weekly.
Performs other special projects and duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge of effective and efficient methods for organizing and maintaining records and ability to perform the same.
Working knowledge of Microsoft Office Applications including Word and Exel.
Ability to maintain confidentiality of all department correspondence, documents, reports, ect.
Ability to follow both verbal and written instructions.
Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner.
Ability to be flexible in working with various items within the department.
Ability to prepare and maintain reports in an accurate, complete, and timely manner.
Ability to work independentyly with limited supervision.
Ability to meet attendance requirements.
Ability to read, write, and communicate the English language effectively.
Ability to type and enter data into a computer.
Ability to answer and compose and answer emails.
Ability to operate various general office equipment including a computer, photocopier, fax machine,scanner, calculator in an efficient manner.
Ability to answer the telephone in a courteous and tactful manner.
Ability to sort and file items alphabetically and numerically.
Ability to work undeer the pressure of deadlines and time constraints.
Conducts all duties in accordance with the ministry or the organization and its Christian principles; conducts all communications and job duties with the highest level of professionalism.

Education and Experience:  High school diploma or equivalent and one year experience performing clerical duties in a normal office environment. Any equivalent combination of training a experience which provides the required knowledge, skills, and abilities.

Licenses and Certificaitons: None

Physical Requirements/Working Conditions:
Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.
Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects less than 25 lbs. (5-10% of time)
Work is usually performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

JOB SUMMARY:

Performs a variety of clerical support work including routine typing, filing, and photocopying of reoccurring correspondence, forms, lists, logs, records etc. under close supervision of an immediate supervisor; answers the telephone and providesgeneral information regardingthe Corps operations and/or services; processes incoming and outgoing mail. Assists Corps Officer as needed.

ESSENTIALFUNCTIONS:This job description should not be interpreted as all- inclusive. It is intended to identifythe essential functions and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those statedin this jobdescription.

Performs routine typing of standard Corps’sprogram reports, case notes, memos, letters, special event notices, job listings, documents, cards, and labels with little or no deviation from established methods and procedures; proof-reads documents for accuracy and completeness before completing one project and going on to another project.

Prepares, maintains, and updates records, documents, logs, lists, files, purchase orders, etc.; inputs and updates information in computer database; researchesoffice files to locatespecific information found in documents, correspondence, lists, forms, computer records, etc.

Performs routine filing and retrieving of a variety of correspondence, forms, cards, records, reports, and documents; sorts and files documents alphabetically, numerically or by any other established filing system; maintainsand utilizes a bring-up filing system; ensures the files are maintainedin an organized and efficient manner.

Answers telephone in a courteous and tactful manner; assistsemployees and people from outside The Salvation Army; providesaccurateand complete information regardingthe program's operations and/or services; refers callers to other area programs based on their needs.

Providessupport services for the Corps Officer such as maintainingtheir schedules and setting client appointments. Assists Corps Officer with annual reports; makes photocopies of information for Corps Officer.

Receives, sorts, and distributes mail in an accurateand timelymanner; ensures that all mail received is forwardedto the appropriate personand/or destination; collects and prepares outgoing mail.

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

Records daily calls for assistanceand properly records the same in month end reports.

Distributes general information regardingThe Salvation Army's services and programs in an accurateand timelymanner; compiles mailing lists regardingCorps contacts and ensures the accuracy and completeness of the same.

OTHER RESPONSIBILITIES:

Creates new forms for programs when needed and approved by supervisor. Types, distributes, and files purchase orders for office supplies and equipment.

Assistsother department personnel in performing receptionist, clerical and secretarial activities. May perform special projects as assigned.

Performs other related work as required.

MATERIALS AND EQUIPMENT:

PhotocopyMachineFacsimileMachineTypewriter

ComputerCalculator

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

High school diploma or G.E.D. requiredsupplemented by additionalsecretarial courses preferred.

LICENSES AND CERTIFICATIONS:

None.

KNOWLEDGE, SKILLSAND ABILITIES:

Ability to follow both verbal and written instructions.

Ability maintainan efficient and organized filing system to ensure that items can be retrieved in a timely manner.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language. Ability to type and keypunch information into a computer.

Ability to operatevarious general office equipment including a computer, photocopy machine, typewriter, facsimile, calculator.

Ability to answer the telephone in a courteous and tactful manner. Ability to sort and file items alphabetically and numerically.

Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Limited amount of physical effort requiredassociated with walking, standing, liftingand carrying light objects (less than 25 lbs.) 5-10% of work time.

WORKING CONDITIONS:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

STATEMENT OF PURPOSE:

This document provides descriptive information about the above Salvation Army position. Work actually performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual’s ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion. The Salvation Army reserves the right to make changes to this document as deemed necessary without providing advance written notice.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

Your signature below indicatesthat you have read and understand the job description and agree to perform the duties as assigned.