Executive Secretary - Chalotte, NC

4015 Stuart Andrew Blvd, Charlotte, NC 28217, USA ● Charlotte, NC 4015 STUART ANDREW BLVD, STE 120 28217, 4015 STUART ANDREW BLVD, Charlotte, North Carolina, United States of America Req #22241
Wednesday, September 7, 2022
The Salvation Army, an internationally recognized non-profit, faith based organization, has a job opening for a Full Time Executive Secretary for Charlotte Area Command, in Charlotte, NC

 

Job Summary

Employee will provide administrative and managerial support to the Area Commander and all locations under Charlotte Area Command. 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, program profiles, staff meeting minutes, and policies and procedures as directed by the Area Commander. Employee works closely with all levels within The Salvation Army, Divisional Headquarters and Territorial Headquarters on property related matters. Employee works closely with Area Commander in all Advisory Board capacities and duties of sub working committees.
 

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 incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.
 

  • Coordinates information and arrangements for all Advisory Board and sub-committee meetings. Records minutes of all board and requested committee meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.
  • Schedules and calendars all meetings, putting together the agenda for all meetings; collects, copies, and collates all reports to be placed in their handout packets; prepares letters of committee meetings; types minutes of the regular board meetings, have them approved and distribute before the next meeting.
  • Update the annual roster as members, phone numbers, addresses etc. change; must maintain updating all committee lists with correct information; gives the meeting counts for statistics each month to assigned staff employee.
  • Order all new member nametags, packets of materials for induction or installation of member.
  • Assists with the Annual Christmas Advisory Organizations Luncheon. Responsible for disbursing invitations to all advisory groups making them aware of date, time and location. Send reminder emails for them to RSVP. Confirms head count number for food.
  • Assists with preparing for the semiannual Board Development Orientation meeting/luncheon for all new board members, council members and ARC Council members. Organizes and prepares the binder of information for all attendees. Keeps information in binder updated regularly. Orders food for lunch, picks up food if necessary and makes sure room is ready

EXECUTIVE ASSISTANT AND SUPERVISORY DUTIES:

  • Maintains, coordinates and assigns the area commander’s calendar for appointments and meetings.
  • Replies to routine correspondence for the area commander as appropriate.
  • Handle complaints and other inquiries in regard to services at various Salvation Army programs with the appropriate staff member.
  • Counsels the receptionist/transportation coordinator on any employee performance issues as needed.

PROPERTY DUTIES:

  • Report all insurance claims related to property matters to Chesterfield Resources Insurance and Headquarters. Submit to insurance the necessary documentation to refund any monies owed on claim. Maintain a file on claim until claim is closed.

LEASE AND AGREEMENT RENEWAL DUTIES:

  • Once document(s) is signed and executed send copies to the vendor and appropriate departments to Headquarters and keep a copy in local file.

WILLS AND ESTATE DUTIES:

  • Receives incoming estate and foundation information.
  • Obtains copies of all Wills from the Estates Department at the courthouse where filed and forwards all information to Divisional Headquarters for processing.
  • Receive proceeds sometimes for forwarding on to Divisional Headquarters and Territorial Headquarters.
  • Keep estate files maintained even after closing of estate.

NEW VEHICLE PURCHASE DUTIES:

  • Collect, prepare and submit all documentation for any new vehicle purchase to the fleet. Will process for the check request and pay vendor. Once obtained, send title and original window sticker to Divisional Headquarters per policy.
  • File for tax exemption to Mecklenburg County.
  • Add vehicle to insurance and master vehicle listing with Headquarters. If purchase includes a trade in vehicle – make sure to delete vehicle from insurance and master vehicle list as well.

TRANSPORTATION DUTIES:

  • Supervise the transportation department staff/and receptionist.
  • Supervise staff in maintaining all vehicle files including maintenance, inspections of vehicles, tag renewal and repairs. This includes keeping individual filing system on each up to date.
  • Compare Master Vehicle Listing with Headquarters file to make sure it is accurate at all times.
  • Supervise staff in scheduling all vehicles – both vans and buses – to ensure all departments have vehicles as needed.

OTHER RESPONSIBILITIES OR DUTIES:

  • Supervise staff (receptionist) ordering all office supplies for all locations.
  • Assists and submits Tsamms entries for all departments, if needed.
  • Order and send out flowers, get well cards, and sympathy cards as requested by the Area Commander, Associate Area Commander and or supervisors.
  • Responsible for going to the Post Office weekly to get mail and to the Center of Hope weekly to check floor safe and pick up any mail delivered to physical address. Once received – with second staff person (finance) - will open, stamp, and route incoming mail daily from the post office, Headquarters and delivered to physical address. Distributes mail properly to each department and or staff member.
  • Collect, prepare and submit all disaster expenses for refund from Divisional Headquarters with appropriate disaster cover sheet stating expense accounts.
  • Coordinate any repairs with the Disaster Canteen and trailer and request refund if allowable from Divisional Headquarters.
  • Assist Area Commander, legal counsel and Divisional Headquarters by serving as liaison with all aspects of legal documentation including Estates, subpoenas, civil suits, etc.
  • Assists Finance Department in providing all needed items for auditors under their control.
  • Secure volunteers from advisory organizations to count kettles daily Monday through Saturday and keep up with statistics of volunteer hours.
  • Maintain Notary Certification in order to assist with notarizing any document signatures as needed on behalf of organization.

Materials and Equipment

ComputerPhotocopy MachineTelephone

General Office EquipmentCalculator
 

Knowledge, Skills and Abilities

  • Knowledge of Advisory Organizations and duties of such.
  • Establish working relationships and the ability to have multiple or a variety of contacts of vendors to secure quotes for a variety of needs at all facilities.
  • Ability to supervise, lead, and motivate employees and to monitor work ensuring compliance with established policies and procedures as well as contract/licensure requirements.
  • Ability to plan work priorities, evaluate work performances and provide recommendations for improving productivity and efficiency of work.
  • Ability to provide effective leadership to subordinates, maintain a variety of internal and external contacts and work cooperatively with superior and subordinate staff.
  • Ability to make sound decisions and resolve operational problems in the absence of Area Commander.
  • Ability to work effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.
  • Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards and deadlines.
  • Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited or little supervision.
  • Ability to meet attendance requirements.
  • Ability to read, write, and communicate the English language.
  • Ability to concentrate and pay close attention to detail for extended periods of time when reading and preparing reports or resolving operational problems.
  • Ability to communicate clearly and concisely both orally and in writing.

Education and Experience

Bachelor’s degree from an accredited college or university in Business Administration or related field.

and

Five (5) years progressively responsible experience in property and performing executive level work in a general office setting.

or

Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
 

Physical Requirements/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.

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.
 
 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.


Additional Information

 

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.

 

To apply, please select the “Apply Now” icon at the bottom of this posting.

 

Application Submittal Period:  September 7 - October 9, 2022

 

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!

Other details

  • Job Family NSC-EXEMPT
  • Job Function Admin Support
  • Pay Type Hourly
Location on Google Maps
  • 4015 Stuart Andrew Blvd, Charlotte, NC 28217, USA
  • Charlotte, NC 4015 STUART ANDREW BLVD, STE 120 28217, 4015 STUART ANDREW BLVD, Charlotte, North Carolina, United States of America