Office Assistant (Part-time) - McKinney Corps

Job Summary:

Answers the telephone in a courteous manner and directs calls to the appropriate destination; records accurate and complete messages when necessary; receives and receipts deliveries and donations; greets and announces visitors and clients; provides general information about The Salvation Army's operations and services; performs routine administrative work such as accurately preparing letters, memos, etc. and filing; prepares checks for deposits; prepares employment paperwork; records and updates statistical information and other duties as assigned by Corp Officers.

 

 

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 (60%)

 

Sorts and distributes mail; ensures all Corps bills are forwarded to the DFWMC Finance Department at least weekly; assists with preparing bulk-mail; distributes packages, office supplies and other deliveries to appropriate employee or Corps Officer.

 

Assists Corp officers in various duties such as; typing, keep schedule of appointments, screen calls and take messages and other assignments as needed.

 

Answers the telephone and transfers calls to the appropriate destination; front desk duties; responds to callers questions and provides accurate Corps information and provide any information regarding your department.

 

Receives and evaluates both community and court-ordered volunteer requests, obtains necessary court orders for verification, ensures understanding of rules/regulations, assigns duties when volunteers report, and provides reports to Probation Officers when requested. Develops and keeps monthly statistical report tracking number of volunteers and hours earned.

 

Receives, greets and announces visitors in a courteous and tactful manner; provides assistance to callers and visitors by answering questions and providing instructions and referrals; screens sales representative soliciting to The Salvation Army; notifies proper individuals when visitors or clients have arrived; ensures that visitors and clients have signed-in.

 

Composes letters for fund-raising events, assists in contract proposals and developing announcements of activities and new services available to the community. Provide support for the McKinney Pickle Ball Club Program by developing and updating membership and attendance forms, developing brochure.

 

Coordinates and books any outside vendors or speakers as needed for events; coordinates all facilities rentals.

 

Prepares and distributes thank you letters and memorial cards for contributions; maintains accurate and complete records of donor contributions; prepares tax receipts as requested by donors.

 

Provides administrative support for the Angel Tree program; assists in registering clients; makes additional copies of needed paperwork; answers general questions regarding the program.

 

Receives, greets and announces visitors in a courteous and tactful manner; provides assistance to callers and visitors by answering questions and providing instructions and referrals; screens sales representative soliciting to The Salvation Army.

 

 

Social Services Assistance Responsibilities (30%)

 

Conducts research to enhance community services available to clients, make daily referrals for housing, financial, medical, clothing and furnishing assistance by telephone and online, provide a monthly statistical report to indicate the number and type of social services requests received.

 

Assists Client Services Worker in screening requests for emergency food and financial assistance, coordinates the Pantry Program in the absence of the Client Services Worker; schedules and conducts interviews, completes necessary forms, and helps determine eligibility

 

Receives, responds to and assists people requesting social service assistance; assists in registering clients; maintains supply of maps and phone numbers for social services; locates appropriate personnel to assist visitors.

 

Assist with the Fresh Food Distribution Program on Mondays and Wednesdays, following an efficient check-in process for participants, organizes and tracks data utilizing Excel spreadsheets, assist with providing a monthly statistical report.

 

Receives and posts Texas Workforce job opportunities.

 

 

Financial Responsibilities (10%)

 

Copies received donations checks, completes cover sheet and lists all checks and cash deposited into TSA bank and attaches calculator tape for verification of totals; makes daily bank deposits and attaches bank deposit slip to batch and forwards the same to DFWMC Finance department.

 

Requests checks, documents, and information needed.

 

Reviews and processes invoices with required backup documentation.

 

Receives funds and provides receipts for space rental payments and McKinney Pickle Ball Club Program payments and dues.

 

 

Other Responsibilities:

Performs other duties as assigned.

 

 

Materials and Equipment:

Personal Computer General Office Equipment

 

 

Knowledge, Skills and Abilities:

Knowledge of Microsoft word, excel and Lotus Notes or similar software.

 

Ability to project a positive and professional image of The Salvation Army.

 

Ability to prepare bank deposits, count money and review for accurate accounting.

 

Ability to prepare correspondence, memorandums and other documents for Corps Officers.

 

Ability to respond to and assist callers and visitors in a courteous and tactful manner.

 

Ability to direct phone calls to the appropriate person or destination.

 

Ability to respond to and assist callers and visitors in a calm, courteous and tactful manner.

 

Ability to record accurate and complete messages.

 

Ability to perform clerical support work while operating the multi-line telephone.

 

Ability to maintain an adequate supply of applications, informative materials and/or brochures for distribution to visitors.

 

Ability to respond to emergencies in a calm and effective manner.

 

 

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Associates Degree in Business Administration or related field, or completed certification in office management or administrative assistant,

 

and

 

two years of progressively responsible experience working in an organization preparing bank deposits, secretarial work and receptionist duties,

 

or

 

any equivalent combination of training and experience which provides the necessary knowledge, skills and abilities.

 

 

Certifications:

Valid State Drivers License

 

 

Physical Requirements:

Ability to meet attendance requirements.

Ability to read, write and communicate the English language effectively.

Ability to sort documents alphabetically and numerically.

Ability to operate a telephone and/or switchboard.

Ability to perform continuous walking, stooping, standing, and climbing while functioning in the food pantry capacity.

Ability to drive a Salvation Army vehicle safely following all applicable laws, regulations, and policies.

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.) frequently.

 

 

Working Conditions:

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.

 

 

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.

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!