Office Coordinator

*THE SALVATION ARMY JOB DESCRIPTION* *Preferably Located in ASHEBORO/RANDLEMAN Area* *Be able to reliably commute.
* *Job Code – Title: Employee Name: Department: Location: * Office Coordinator Administrative *Job Family: FLSA: Reports to: * Administration Non-Exempt *Direct Reports: Revision Date:* None 07/21/2021 *Job Summary:* Ensures the accomplishment of the various office and secretarial tasks in the most efficient and effective manner possible; prepares various routine and special reports to keep the Officers abreast of progress; completes all human resources and social service assistance functions for the Corps.
*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.
* *Office Coordinating Responsibilities ( %) * Prepares, types, and processes correspondence, check requests, audit sheets, forms, invoices, legal documents, notices, bulletins, manuals, etc.
; ensures the accuracy, completeness, and timeliness of the same.
Serves as staff liaison to the local Advisory Council; maintains the roster for the local Advisory Council; sets up the meeting room for all advisory council meetings; takes, maintains, and distributes meeting minutes.
Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc.
in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data to maintain office records; research office files to locate specific information found in documents, correspondence, lists, forms, etc.
in order to prepare specific reports.
Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct.
Receives and responds to questions or problems regarding the office operations; research information to provide information or resolve problems in a timely manner.
Receives, sorts, collates, and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.
Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner.
Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.
Participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems; provides recommendations for improvements and/or enhancements in office productivity.
Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations.
Answers telephone in a courteous and tactful manner; assists clients by providing accurate and complete information regarding the Social Service Program operations and/or services.
*Human Resources Responsibilities ( %) * Prepares and submits all required paperwork for hiring and terminating employees and ensures the accuracy and completeness of the same.
Tracks and monitors attendance, vacation days, and sick/personal days.
Maintains personnel records Ensures job descriptions are up to date.
Ensures performance evaluations are conducted in a timely manner.
Prepares and processes insurance.
Prepares workers compensation paperwork.
Ensures the accuracy and completeness of the same.
Notifies employees of personnel changes as it relates to policies, benefits, etc.
Serves as a Mediator in employee grievances.
Completes all employment action documentation for Corps employees including but not limited to new hire, background checks, E-Verify, classification changes, and separation, FMLA, insurance, and workers compensation.
Prescreens and interviews applicants for prospective employment; assists the Corps Officers with all aspects of the recruitment process as requested by the Corps Officers.
Conducts new hire orientation for new employees; explains policies, procedures, and mission statement to all new employees; completes and maintains employment files for employees.
Ensures paperwork is submitted to Area Command Human Resources for review and approval by the Divisional Finance Board in a timely manner.
Completes and submits paperwork for Christmas Seasonal employees to Area Command Human Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.
Consults the Commanding Officer and Department Heads regarding personnel matters and policies.
*Social Service Assistance Responsibilities ( % )* Greets and interviews clients requesting assistance to determine client's eligibility for assistance based on program guidelines and restrictions; records client’s disposition and other pertinent information such as income, expenses, family, and work history; assists clients in completing applications for assistance; photocopies social security cards, picture identification cards, payroll statements, utility bills, etc.
Prepares, completes, and processes food, clothing, and furniture vouchers for eligible clients; directs clients to Family Store or Food Pantry for assistance.
Locates and arranges temporary housing for eligible clients, contacts local lodges, homeless shelters, motels, churches, etc.
for lodging.
Processes rent and utility financial assistance for eligible clients; contacts utility organizations and landlords to arrange and process financial assistance.
Assists eligible clients needing transportation assistance based on medical or relocation needs; arranges transportation through bus-line and contacts family members, friends, churches for assistance.
Provides clients with food from pantry, receives and stocks items donated for the pantry, maintains an itemized account of pantry disbursement and inventory.
Serves as liaison to other agencies to obtain/coordinate assistance on client's behalf; builds and maintains professional working relationships with community agencies.
Prepares and files client records in a timely manner ensuring all information is accurate and up to date; obtains signatures of clients as needed; reviews and tracks all client records to determine if client is active or inactive; maintains confidentiality of client information.
May serve as Coordinator for a specific program such as senior citizens or food programs; plans and coordinates program arrangements; sets-up program meeting area; ensures clients of program are served effectively.
*Other Responsibilities: * Coordinates, assists with, and participates in special events including Red Kettle, Angel Tree, volunteer appreciation, and other events as assigned; secures and coordinates outside vendors and volunteers; participates on the day-of event to ensure a smooth flow.
Performs other duties as assigned.
*Materials and Equipment: * Personal Computer General Office Equipment *Knowledge, Skills and Abilities: * Knowledge of modern office methods, procedures, and practices.
Ability to answer the telephone in a courteous and tactful manner.
Ability to learn and become proficient in specific computer software.
Ability to maintain the confidential nature of the work.
Ability to follow instructions plans and organizes work, and work under limited supervision.
Ability to present a positive and professional image of The Salvation Army.
Ability to meet attendance requirements.
Ability to read, write, and communicate the English language effectively.
Ability to perform routine mathematical computations.
Ability to sort and file documents alphabetically and numerically.
Ability to operate various general office equipment including a telephone, typewriter, and adding machine.
Ability to work well under the pressure of deadlines.
Ability to follow instructions and work independently with limited supervision.
*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 in the performance of human resources, office coordination, or similar, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
*Certifications: * Valid State Driver’s License Safe from Harm (trainer) Certified *Physical Requirements: * 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.
*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.
* _Statement of Purpose:_ _*This document provides descriptive information about the above Salvation Army position.
Work actually performed by incumbents in this position may vary.
Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position.
An individual’s ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion.
The Salvation Army reserves the right to make changes to this document as deemed necessary without providing advance written notice*_ .
_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.
_ Your signature below indicates that you have read and understand the job description and agree to perform the duties as assigned.
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Employee Signature Date Job Type: Full-time Pay: $15.
00 - $18.
00 per hour Expected hours: 40 per week Benefits: * 401(k) * 401(k) matching * Dental insurance * Health insurance * Life insurance * Paid time off * Retirement plan * Vision insurance Schedule: * Day shift * Monday to Friday Experience: * Social work: 1 year (Required) Work Location: In person