Property Department Administrative Assistant

Description

Recruiting Opportunity Closes : 11 / 20 / 25

Hourly Wage : $22.50

Hours Per Week : 40

Status : Non-Exempt / Full Time

Number of Positions : 1

Department : Property

Position Title : Property Department Administrative Assistant

The Salvation Army 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 the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Application Instructions :

Complete the online job application, upload a resume and cover letter.

To apply online go to : https : / / tinyurl.com / 39pd7b57

To apply in person go to 8495 SE Monterey Ave., Happy Valley, OR 97086. Bring a resume and cover letter and complete the job application provided to you. Incomplete applications will not be accepted.

Questions, contact Amy Hughes at amy.hughes@usw.salvationarmy.org or call (503) 794-3289 . Ms. Hughes is the sole point of contact for questions regarding this position.

Recruiting Accommodation Statement :

To obtain assistance with accommodations related to the American's with Disabilities Act (ADA) concerning your application process, please contact 1-888-887-6528 or email thq.reporting.line@usw.salvationarmy.org , attention Eric Hansen or Sheila Jordan.

Education and Work Experience :

Education required : High school diploma or GED.

Education preferred : Associate degree with coursework in business administration / office procedures.

Experience required : 1 - 2 years administrative / secretarial experience in a business office.

Experience preferred : 3 years administrative experience in a business office.

Scope of Position :

The Administrative Assistant assists the Cascade Division Property Department in handling matters pertaining to the daily administration of the department. This includes office functions associated with communications, department processes, file management, and document retention.

Purpose of the Position :

The purpose of the position is to assist the Cascade Division Property Department in the execution of its duties. The Administrative Assistant's job is to perform tasks and projects to allow the Divisional Property Director and the Divisional Property Coordinator to focus on their priorities.

Knowledge, Skills, and Abilities :

Knowledge required : use a computer effectively and efficiently in the working environment; use standard office machines (e.g., PC, keyboard, copier); use standard office practices and procedures; read, write, and speak the English language to express ideas and communicate effectively.

Skill required : type 40 wpm with minimal error; perform data entry using database program; use Microsoft software (primarily Outlook, Word and Excel; occasionally Publisher and PowerPoint) to correctly create basic documents (notes, memos, emails) and reports; Adobe Acrobat Pro, use basic math (add, subtract, multiply, divide); establish effective working relationships; attention to detail, and operate a motor vehicle.

Ability required : Interact with individuals using generally accepted business behaviors and standards. Use interpersonal skills to deal effectively with others in favorable and unfavorable situations. Train, plan, and direct the work of others (on a temporary basis). Organize, prioritize, and plan one's own work. Multitask, i.e., change work focus or respond to change of conditions and interruptions in workflow. Learn new systems and procedures. Problem solve, i.e., the ability to identify problems and find effective solutions.

Licenses and Certifications : None.

Supervision Exercised : None.

Essential Duties and Responsibilities :

I. Clerical and Office Support

A. General

1. Receive correspondence via USPS or email for the Property Department. Date stamp correspondence when received, highlight important information and prepare file folders.

2. Distribute and / or file all correspondence and documents.

3. Establish, develop, maintain, and update paper and electronic filing systems. Retrieve information from files when needed.

4. Prepare and type correspondence such as memos, emails, form letters, individual letters, etc. Proofread copy for spelling, grammar and format making appropriate changes. Responsible for accuracy and clarity of final copy.

5. Maintain a calendar and "bring-up" file for the department.

6. Keep track of office supplies to ensure an adequate inventory on hand. Place order or give supervisor a list of needed supplies as needed or at designated intervals.

II. Legal & Insurance Assistant

A. General

1. Assist with communicating legal procedures to divisional headquarters and field units in connection with property insurance as advised by Territorial Risk Management to include Hazardous Materials and OSHA requirements.

2. Assist staff at divisional headquarters and field units with processing insurance claims which may arise. Follow up with all parties involved (field units, Territorial Risk Management, and third-party administrators) until the claim is closed by the Territorial Risk Management Department.

B. Property

1. Assist with third party liability, property damage, and loss insurance claims.

2. Assist with ensuring all The Salvation Army properties are insured through the Territorial Risk Management Department. Periodically review the list of properties to ensure DHQ and THQ records agree.

3. Assist with ensuring all property addition and deletion forms are completed and processed.

C. Special Events Insurance

1. Assist with giving guidance to divisional headquarters and field unit staff for obtaining insurance for special events, Christmas needs, etc. Prepare requests for coverage on their behalf.

III. Inventory

A. Assist with obtaining and completing inventory information which reflects all furniture and equipment owned by The Salvation Army kept at divisional headquarters and field units.

B. Assist each unit to see the inventory is entered into the electronic Inventory system and updated annually prior to September 30th of each year.

C. Maintain master inventory list. Update weekly or more frequently as required.

IV. Leases, Rental or Use Agreements

A. Receive all property leases, rental or use agreements from field units and assist with processing same through approved electronic systems for approval and / or recommendation to Territorial Headquarters by the Command Finance Council.

B. Assist to prepare required transmittal correspondence to cover leases, rental or use agreements through the electronic systems to the Territorial Property and Legal Departments for approval. Forward subsequent notifications to the initiating officer or program director upon return.

C. File signed copies of all lease, rental or use agreement documents.

D. Maintain a bring-up file, (electronic or paper) for follow up with Territorial Headquarters for pending leases, rental or use agreements and for same which are due for renewal.

V. Property Projects

A. Maintain property project files. Keep files up to date and organized for efficient retrieval of information.

B. Assist with correspondence between the field units and Territorial Headquarters relative to property projects.

C. Assist with processing check requests to the appropriate Finance Department for payment to vendors involved in property projects.

D. Assist the Divisional Secretary with processing property documents for Command Finance Council when required.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Physical Requirements : See Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position

Working Conditions : See Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position

MISCELLANEOUS :

The candidate chosen for this position will be required to pass a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction(s) will be considered.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

Supervisor : Divisional Property Director

Position Title : Administrative Assistant, Property Department

Job Code :

1. The physical activity of this position. (Please check all blocks that apply)

A.

Climbing. Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and / or hands and arms.

B.

Balancing. Maintaining body equilibrium to prevent falling and walking, standing or crouching on narrow, slippery, or erratically moving surfaces.

C.

Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

D.

Kneeling. Bending legs at knee to come to a rest on knee or knees.

E.

Crouching. Bending the body downward and forward by bending leg and spine.

F.

Crawling. Moving about on hands and knees or hands and feet.

G.

Reaching. Extending hand(s) and arm(s) in any direction.

H.

Standing. Particularly for sustained periods of time.

I.

Walking. Moving about on foot to accomplish tasks.

J.

Pushing. Using upper extremities to press against something with steady force to thrust forward, downward or outward.

K.

Pulling. Using upper extremities to exert force to draw, haul or tug objects in a sustained motion.

L.

Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.

M.

Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.

N.

Grasping. Applying pressure to an object with the fingers and palm.

O.

Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.

P.

Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly, or quickly.

Q.

Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction.

R.

Repetitive motion. Substantial movements (motions) of the wrists, hands, and / or fingers.

2. The physical requirements of this position. (Please check all blocks that apply)

A.

Sedentary work. Exerting up to 10 pounds of force occasionally and / or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

B.

Light work. Exerting up to 20 pounds of force occasionally, and / or up to 10 pounds of force frequently, and / or a negligible amount of force constantly to move objects. If the use of arm and / or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

C.

Medium work. Exerting up to 50 pounds of force occasionally, and / or up to 30 pounds of force frequently, and / or up to 10 pounds of force constantly to move objects.

D.

Heavy work. Exerting up to 100 pounds of force occasionally, and / or up to 50 pounds of force frequently, and / or up to 20 pounds of force constantly to move objects.

E.

Very heavy work. Exerting more than 100 pounds of force occasionally, and / or more than 50 pounds of force frequently, and / or more than 20 pounds of force constantly to move objects.

3. The visual acuity requirements including color, depth perception, and field vision (Please check only one block)

A.

The worker is required to have close visual acuity to perform an activity such as : preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and / or operation of machines (including inspection); using measurement devices; and / or assembly or fabrication parts at distances close to the eyes.

B.

The worker is required to have visual acuity to perform an activity such as : operates machines, such as lathes, drill presses, power saws, and mills where the seeing job is at or within arm's reach; performs mechanical or skilled trades tasks of a non-repetitive nature, such as carpenter, technicians, service people, plumbers, painters, mechanics, etc.

The worker is required to have visual acuity to operate motor vehicles and / or heavy equipment.

D.

The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.)

4. The conditions the worker will be subject to in this position (Please check all blocks that apply)

A.

The worker is subject to environmental conditions. Protection from weather conditions but not necessarily from temperature changes.

B.

The worker is subject to outside environmental conditions. No effective protection from the weather.

C.

The worker is subject to both environmental conditions. Activities occur inside and outside.

D.

The worker is subject to extreme cold. Temperatures typically below 32 for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity.

E.

The worker is subject to extreme heat. Temperatures above 100 for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity.

F.

The worker is subject to noise. There is sufficient noise to cause the worker to shout to be heard above ambient noise level.

The worker is subject to vibration. Exposure to oscillating movements of the extremities or whole body.

H.

The worker is subject to hazards. Includes a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, exposure to high heat or exposure to chemicals.

I.

The worker is subject to atmospheric conditions. One or more of the following conditions that affect the respiratory system of the skin : fumes, odors, dust, mists, gases, or poor ventilation.

J.

The worker is frequently in close quarters, crawl spaces, shafts, man holes, small enclosed rooms, small sewage and line pipes, and other areas that could cause claustrophobia.

K.

The worker is required to function in narrow aisles or passageways.

L.

None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.)

Qualifications

Education

High School or Equivalent (required)

Associates of Business Administration (preferred)

Experience

1 - 2 years : 1 - 2 years administrative / secretarial experience in a business office. (required)

3 years : 3 years administrative experience in a business office. (preferred)

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.