Administrative Specialist

THE SALVATION ARMY

North and Central Illinois Division

POSITION DESCRIPTION

POSITION TITLE: Administrative Specialist

LOCATION/DEPT: Youth Department

PEOPLE MANAGER: No

REPORTS TO: Divisional Youth and Candidate Secretary

Divisional Candidate and Youth Secretary

FLSA CATEGORY: Non- Exempt

STATUS TYPE: RFT

PAY GRADE: 204

PAY RANGE: $19.83 - $23.79

WHO WE ARE

At The Salvation Army, we are dedicated to "Doing the Most Good". We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for kids after school and on the weekends, achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

The Administrative Specialist provides high-level administrative support to the Divisional Youth and Candidate Secretary, and the Divisional Candidate and Youth Secretary. This role requires a proactive, organized, and detail-oriented individual who can handle a wide range of administrative tasks and work independently with little supervision. Will be responsible for managing schedules, coordinating meetings, handling communications, and assisting with various projects and tasks as needed. The ideal candidate will have strong communication skills, the ability to manage multiple priorities, and a keen sense of discretion and confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Calendar Management: Maintain and manage the Divisional Youth and Candidate Secretary and Divisional Candidate and Youth Secretary's schedules, including organizing meetings, appointments, and travel arrangements.
2. Communication: Serve as the primary point of contact. Manage and prioritize incoming emails, phone calls, and other correspondence.
3. Meeting Coordination: Prepare agendas, materials, and minutes for meetings ensuring the Divisional Youth Secretary is well-prepared for all meetings and engagements.
4. Travel Arrangements: Plan and coordinate travel, including flights, accommodations, transportation, and itineraries, ensuring all details are accurate and aligned with the event schedules.
5. Document Management and Correspondence: Prepare, edit, and proofread documents, reports, presentations, emails and other materials as needed on behalf of the Divisional Youth and Candidate Secretary and the Divisional Candidate and Youth Secretary. Maintain accurate and organized records and files.
6. Project Assistance: Assist with special projects, research, and tasks as directed. Monitor and follow up on pending items and deadlines.
7. Expense Management: Track and manage expenses for the Divisional Youth and Candidate Secretary and the Divisional Candidate and Youth Secretary, including processing expense receipts, reimbursements, and check requests.
8. Confidentiality: Handle sensitive and confidential information with the highest level of discretion and professionalism.
9. All other duties as assigned.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive list 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.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

• Education: Bachelor's degree preferred.
• Experience: 3-5 years of experience in administrative support.
• Valid Driver's license/MVR clearance.

JOB LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Divisional Youth and Candidate Secretary and Divisional Candidate and Youth Secretary informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• In order to successfully perform the essential functions of this position the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.
• Must be able to drive.
• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients and visitors; respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

COMPENTENCIES

• Willing to promote the mission of The Salvation Army.
• Anticipates and responds to the needs of others, taking the initiative to ensure meet department objectives.
• Excellent communication (verbal and written) and interpersonal skills.
• Uses diplomacy and good judgment.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• An attention to detail, procedures, processes and policies.
• An ability to work with confidential material.
• An ability to manage projects, priorities and programs in a constantly changing environment.
• A communication and management style that exhibits the principles and values of the Army as well as fosters team relationships and effectively communicates information.
• Knowledge of social work and service programs.
• Excellent knowledge of computer-based work environments and office technologies.
• The knowledge of how to work effectively with diversity in the workplace.

PERFORMANCE MEASURES

This individual will be evaluated on how effectively the outcomes of this position are achieved, timeliness and accuracy of accomplishing assigned goals will be reviewed and an evaluation of how effectively service is provided will be reviewed.

A 30, 60, and 90-day performance review will be conducted.

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.