Administrative Assistant & Human Resources Administrator_NE-AOK_101-Administration

Administrative Assistant/HR Administrator

The Salvation Army, an internationally recognized non-profit, faith-based organization, has an opening for an Administrative Assistant/Human Resources Administrator for the Northwest Arkansas Area Command, located in Fayetteville, Arkansas.

Job Summary:

Plans, coordinates, administers, monitors, and supervises the employee personnel program for the Corps; coordinates and monitors the day-to-day operations of the Personnel Department including personnel records, promotions, transfers, terminations, grievances, worker’s compensation, pension and health plan matters. Monitors and enforces personnel policies and procedures. Compiles, submits and maintains appropriate records with Divisional and Territorial Headquarters including records requiring the Divisional Finance Board approval. Prepares and processes payroll records; processes worker’s compensation claims; processes criminal background checks as required. Supervises, coordinates, monitors, and evaluates the day-to-day operations of the department clerical staff; ensures the accomplishment of the various office tasks in the most efficient and effective manner possible.

Knowledge, Skills, and Abilities:

Supervises, coordinates, monitors, and evaluates the Corps office staff, ensures the accomplishment of various tasks in the most efficient and effective manner possible; cross-trains and supports all assignments concentrating on targeted deadlines and quality standards; conducts performance evaluations; provides constructive and positive feedback to employees to improve productivity, efficiency, and effectiveness.

Researches, compiles, interprets, and summarizes office operations, human resources, and payroll information for various reports, spreadsheets, surveys, and special projects; research files, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.

Monitors job performance, socialization within the office, employee attitude and interaction with others and overall performance; provides employee with necessary information to correct deficiencies; attempts to resolve employee grievances and advises the Corps Officer of such instances and resolutions; processes all employee disciplinary and incident reports.

Plans, prepares, updates, and monitors personnel records; inputs data and generates various personnel reports and lists; submits appropriate forms to Divisional Headquarters for Divisional Finance Board approval; maintains copies of all documents in transit until originals are returned for each employee’s permanent file.

Posts and advertises available job openings and accepts and processes all applications, resumes, vitas, from prospective employees. Forwards qualified applicant information to the various directors for consideration as potential employees; participates in the interview process of the candidates.

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 operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.

Monitors employee time and attendance records; provides available balances to employees upon request; advises Corps Officer of consistent tardiness, excessive absences and other related attendance issues; corrects missed punches; keys absences and punches manually; transmits time to the payroll system; audits payroll records to ensure accuracy.

Monitors and ensures completion of 90 day and annual evaluations by supervisors and department heads; maintains pay increase records for appropriate storage as provided by Divisional Headquarters; audits increase reports to ensure accuracy.

Enters all insurance additions, deletions and changes on approval from Divisional Headquarters, forwards benefit change information to Divisional Headquarters.

Establishes and maintains I-9 system for all current and terminated employees in compliance with I-9 rules and regulations.

Completes and submits all paperwork necessary for workers’ compensation insurance claims to insurance companies, Divisional Headquarters, and Territorial Headquarters; ensures that all insurance claims are filed on a timely basis; provides necessary information to Divisional Headquarters as needed to settle/process claims; sets-up files to ensure timely response on all claims.

Develops, implements and delivers an employee orientation program that includes a single session for new employees and quarterly sessions for personnel policy updates; interprets and enforces the Worker’s Together Manual.

Updates and submits monthly enrollments, terminations, and changes for The Salvation Army Health Plan for Divisional Headquarters; presents open enrollment and responds to questions regarding the health plan.

Calculates and submits annual pension reports to Divisional Headquarters per standard Salvation Army procedures.

Updates and monitors approved Driver List through Chesterfield Services Inc.; prepares and updates database on registered staff automobiles for authorized parking; makes authorization list available to Security upon request; ensures employee files are complete with appropriate DOT paperwork where required.

Assists department heads and the Corps Officer in planning and implementing the structure of the Corps; ensures employee positions are utilized effectively and efficiently; coordinates with Divisional Headquarters to recommend and implement position changes.

Transcribes dictation and /or types correspondence, minutes newsletters, bulletins and/or reports in an accurate and timely manner; acknowledges routine correspondence not needed for dictation.

Coordinates and facilitates staff development, training and workshops.

Performs special projects/other related work as required.

Plans and executes various special events for employees (i.e. Christmas party, employee recognition).

Receives statistics from surrounding corps and within area command. Sends file to DHQ every month. Responds to questions regarding standard procedures; assists corps and departments completing forms dealing with statistics.

Assists the Area Commander/ Coordinator of Women’s Ministry’ with special projects as needed.

Communicate and give oversight to projects on behalf of the Area Commander as instructed.

Performs other duties as assigned.

Education and Experience:

Bachelor’s degree from an accredited college or university in Human Resources or a related field,

Two years' experience performing personnel and administrative work, OR

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

Physical Requirements/Working Conditions: 

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.

Knowledge of the principles and practices of human resources.

Knowledge of labor laws and ability to interpret/enforce the same.

Knowledge of general office principles, practices and procedures.

Knowledge of the principles and practices of personnel supervision.

Ability to interview, screen and select qualified applicants to fill open positions.

Ability to organize, maintain, and secure personnel records in an effective manner.

Ability to coordinate and delegate multiple projects and tasks.

Ability to supervise, motivate and evaluate the work of office personnel.

Ability to ensure compliance with departmental policies and procedures.

Ability to make sound decisions and resolve operational problems in the absence of an immediate supervisor.

Ability to 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 supervision.

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.

Work is performed in an 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 Comments:
All employees recognize 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.

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!