Property Administrative Assistant

Recruiting Opportunity Closes: 02.18.2025

Hourly Wage: $22.50

Hours Per Week: 40

Status: Full-time, Non-exempt

Number of Positions: 1

Department: Property

Position Title: 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.

To apply online go to: Property Administrative Assistant

To apply in person go to 8495 SE Monterey Ave., Happy Valley, OR 97086. Bring a resume 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.

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Education and Work Experience:

Education required: High school diploma or GED.

Education preferred: Associates 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 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:

Clerical and Office Support

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

Distribute and/or file all correspondence and documents.

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

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

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

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 designed intervals.

Legal & Insurance Assistant

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.

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.

Property

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

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.

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

Special Events Insurance

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.

Inventory

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.

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

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

Leases, Rental or Use Agreements

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.

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.

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

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.

Property Projects

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

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

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

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.

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