Program Assistant - Youth and Music_NE-FL-701 Social Services

Program Assistant - Youth and Music

Location: Clearwater Corp, Clearwater, Florida

Position Type: Regular Full-Time at 35 hours per week

Pay Range: $17.40 – $21.87 an Hour

About this opportunity:

Relieves youth and music department heads or administrative level officer of administrative detail and administration operations, functions, and duties; assists with general Corps programming; performs advanced, complex, and often confidential administrative work with a broad scope of responsibilities; prepares advanced and technical reports and spreadsheets from start to finish; prepares statistical reports; assists with Corps youth and music program planning; coordinates information and arrangements for meetings and seminars; responds to inquiries regarding departmental operations and ensures the office runs smoothly while supervisors are absent; Assists the Youth and Music department heads in developing, administering, and coordinating a variety of Corps youth and music programs; performs general administrative duties regarding youth and music ministries.

Key responsibilities:

• Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, agreements, programs, newsletters, statistics, invoices, notices, bulletins, agendas, Safe From Harm completion names to Clearwater HR department, schedules, minutes, manuals, etc.; records minutes of youth committee meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

• Performs varied and/or routine administrative duties for the youth and music offices; prepares or assists in preparing statistical reports and annual reports related to Corps youth and music weekly programs; assists, as needed, with general policy and mission for Corps youth and music programs; assists with the administrative detail of designing, overseeing, and evaluating Corps youth and music programs.

• Coordinates and processes a wide range of administrative responsibilities associated with the preparation and administration of Salvation Army youth and music conferences, councils, camps, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets, pamphlets, graphs, charts, lists, and hand-outs; may attend conference to provide administrative support and to ensure that arrangements are in order before, during and after the event.

• Assists with Salvation Army youth and music special events; this may include administrative detail, assistance in planning & publicizing (social media included) as needed/directed.

• Receives and processes youth and music registrations, emblem completion, Corps Cadet lessons, applications, checks, and/or memberships in an accurate and timely manner; records pertinent information in accordance with established procedures; prepares correspondence acknowledging the receipt and processing of the same.

• Prepares and processes youth and music purchasing and inventory in accordance with established policies and procedures; maintains organized and complete files with proper back-up materials for each requisition; prepares correspondence regarding the same; ensures that all purchase requisitions are processed in a timely and accurate manner.

• Performs a variety of administrative clerical work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.

• Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.

• Coordinates and provides feedback, when asked, for the youth and music ministry programs.

• Responsible for ordering youth and music program supplies, materials, birthday cards, recognitions, awards, promotional items, gifts & publications.  Ensures that youth and music office supply inventory is maintained; orders made through Corps finance department only after on-site supplies are checked and approval is secured from the youth and/or music department head. Ensures supplies are available for youth and music programs.

• Works with Youth committee chair, as needed for coordinating arrangements for youth and music meetings, ensures meeting rooms are properly set-up and ready; orders or ensures preparation of food and drink as necessary.

• Assists in maintaining youth and music program records and materials; Secures idea and supplies from youth and music department heads to update/decorate youth and music bulletin boards; assists in coordinating guest speakers and creating program outlines/cue sheets for youth and music events.

• Ensures all youth and music statistical information and youth reporting is sent to the Corps statistician in a timely manner as required by Divisional Headquarters.

• Invites interested persons and program constituents to youth and music meetings.

• Serves as a liaison between the youth and music departments; responds to questions, researches and provides specific and general information based on the knowledge of the youth and music departments operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.

• Assists in the processing of incident reports as directed.

• Develops and maintains a Youth filing system & a Music filing system of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the youth and music files are maintained in an organized and efficient manner.

• Answers telephone in a courteous and tactful manner; schedules youth and music appointments; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.

• Receives, procures and distributes youth and music mail in an accurate and timely manner; ensures that all youth and music mail received is forwarded to the appropriate person and/or destination; collects and prepares youth and music outgoing mail.

• Obtains and applies correct labels to youth and music items to be mailed; distributes information regarding The Salvation Army's youth and music services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles youth and music mailing lists and ensures the accuracy and completeness of the same.

What we are looking for in you:

Education and Experience

• Two-year degree or college coursework, AND
• Four years progressively responsible experience performing administrative work in a general office, OR
• Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Physical Requirements and Working Conditions:

Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lbs.) 5-10% of work time. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Employee Benefits

• Health, Dental and Vision Insurance
• Vacation, Sick, Personal and Holiday Paid Time Off
• Retirement Plan
• Life Insurance and more!

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Why work for us?

The Salvation Army offers a broad range of career opportunities, particularly targeted toward those motivated by our mission, to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

The Salvation Army strives to do the “Most Good” for its employees by offering a greater sense of purpose in the work performed, by training and mentoring employees and by offering competitive compensation and benefit plans.  Whether employed as a truck driver, administrative support team member or the director of a program, our employees understand at the core of their work is the opportunity to be an integral part of an organization that is Doing the Most Good.

Five values at the heart of everything we do…We are…

• Passionate
• Compassionate
• Uplifting
• Brave
• Trustworthy

Additional Information:

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

To apply, click on the “Apply Now” icon at the bottom of this posting.

Application Submittal Period:  12/11/2023 – Until Filled

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.

We appreciate your interest in employment opportunities with The Salvation Army!