Secretary II & Volunteer Coordinator

Location: The Salvation Army Georgia DHQ             

About this opportunity:

Performs a variety of clerical and secretarial work necessary for the smooth operation of the Divisional Development Office and the Planned Giving Office; performs typing and filing; makes and mails donations cards; mails out letters to potential donors and maintains up-to-date hardcopy database of donor information; mails mass mailings and stuffs brochures and flyers; processed a variety of routine paperwork necessary for the operation of both offices; enters all donor and lead information into the DRMS System; transcribes; keeps track of all volunteers in the Georgia Division; places and negotiates rates for advertising; gathers meeting minutes from all units in the division for DHQ staff review; files and records information; prepares lunch meetings; maintains office supply inventory; maintains the department calendar; answers the telephone and provides general information regarding office procedures and services; processes incoming and outgoing mail for both the Planned Giving and the Divisional Development Director.

Key responsibilities:

• Types correspondence and minutes; distributes newsletters; places and negotiates rates for advertisements; type bulletins and reports; acknowledges routine correspondence; dose all in an accurate, complete and timely manner. 
• Prepares and maintains bring up files for both departments, office records, reports, calendars, databases, advertising records, journals, books, logs, lists, newspapers, magazines, other subscriptions, etc. in an accurate, complete, and timely manner; updates, posts, indexes information, and inputs data into the computer to maintain office records; locates specific information found in documents, correspondence, lists, forms, etc. in order to prepare various reports.
• Maintains inventory of brochures and office supplies to meet the needs of both departments' projects and day-to-day functions. 
• Prepares three different letters for each Lead the Planned Giving Department receives; includes inserts such as reply to cards, pamphlets and booklets with each letter; enters information from each Lead in the Planned Giving Department's database. 
• Prepares a mass mailing every three months and does so according to bulk-mail procedures; compiles mailing lists and ensures the accuracy and completeness of the same; prepares and proofs various routine reports, compiles and records information and statistics necessary to generate routine reports; proof-read reports for errors and ensures they are grammatically correct. 
• Answers telephone in a courteous and tactful manner; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office procedures and services. 
• Receives, sorts, collates and distributes mail for both departments in an accurate and timely manner; ensures that all mail received by both departments is stamped and forwarded to the appropriate person and destination; collects and prepares outgoing mail for both departments. 
• Organizes and maintains Planned Giving Files in accordance with THQ's standards; performs routine filing of correspondence, forms, cards, birthday and sympathy cards, records, reports, and other documents; maintains and utilizes the "bring-up" filing system; ensures all files are maintained in an organized and efficient manner. 
• Maintains "reading files" and "chronological files" for reading by officers in a neat and organized manner; this includes minutes, newspaper articles, and subscriptions. 
• Copies, digitizes, e-mails, prints, mails, faxes, and shreds a variety of items according to both departments' needs. 
• Compiles information for booklets, kits, notebook, etc. for conferences, seminars, meetings, etc.
• Prepares service requests for office equipment and computer repairs and tracks requests until completion. 
• Coordinates logistical aspects of routine meetings; ensures that meeting rooms are properly set-up and cleaned before and after meetings, prepares food and drink as necessary. 
• Updates the Disposition of Forces (Dispo), Minute Book, manuals, and other departmental references to reflect all changes as they occur in an accurate, complete, and timely manner. 
• Ensures that all Planned Giving Directors have an updated version of Crescendo. 
• Volunteer Coordinator Responsibilities
• Ensures all necessary Volunteer forms are filled out correctly, and ready for processing and notifies the unit that the volunteer is either accepted or denied; maintains volunteer ledger; ensures emails and letters are sent in a timely manner. 
• Work in conjunction with Divisional Human Resources to run background check and the Territorial Registry for all volunteers for the Division including EDS volunteers.
• Coordinates at the regional and local levels to the extent possible The Salvation Army's volunteer component by sharing best practices and general information.
• Works in conjunction with the Territorial Volunteer & Resource Coordinator (TVRC) to design Standard Operating Procedures (SOP) for the recruitment, screening, orientation, training, placement, supervision, and evaluation of volunteers. Provide the field unit with the necessary information for the same.
• Maintain a record management system for active Divisional volunteers, and work in conjunction with Corps Officers, Area Commanders and DHQ staff to identify the need for volunteers
• Implement and update volunteer packets and policy information to be used as a resource to Unit volunteer programs, updating as needed to match the Salvation Army guidelines, and National Volunteer guidelines and procedures.
• Support Volunteer Coordinators in the Units by providing outreach and volunteer management skills, resources, as needed.
• Identify any problems and recommend changes in volunteer assignments and termination of volunteer staff, when necessary.
• Relieves receptionist as needed. 
• Relieves Mail Room Clerk as needed.
• Assist with internal events such as National Salvation Army Week, retreats and conferences.
• Performs other duties as assigned.

What we are looking for in you:

• High School Diploma or G.E.D, required supplemented by secretarial courses from a technical or vocations school preferred; and
• Five (5) years progressively responsible experience performing secretarial work in a general office, or
• Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
• Valid Driver’s License

Physical Requirements and Working Conditions:

Ability to meet attendance requirements; Ability to travel via car out of town, to assist Directors in seminar logistics and stay overnight when required; 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 work time. 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.

Employee Benefits

• Medical, Dental, and Vision Insurance
• Paid Time Off (PTO) and Holiday Pay
• Life Insurance
• Retirement Plans and more!

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.

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:  8/05/2024 – 8/26/2024

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!