Job Information
The Salvation Army Business Department Administrative Assistant in Happy Valley, Oregon
Description
Recruiting Opportunity Closes: 03.24.2025
Hourly Wage: $25.00 - $26.00 DOE
Hours Per Week: 40
Status: Non-Exempt / Full Time
Number of Positions: 1
Department: Divisional Secretary for Business & Portland Metro Coordinator
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 and cover letter.
To apply online go to: Business Department Administrative Assistant (https://tinyurl.com/yvhsvmmk)
To apply in person go to 8495 SE Monterey Ave., Happy Valley, OR 97086. Bring a resume and cover letter and complete the job application provided to you. Incomplete applications will not be accepted.
Questions, contact Captain Peter Pemberton at peter.pemberton@usw.salvationarmy.org or call (503) 794-3262. Capt. Pemberton 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.
Education and Work Experience: 1. Education: Preferred – associate degree or certification from an accredited college or trade school in Business Administration, Office Management, or a related field. Required - High school diploma or GED.2. Work/Professional Experience: Preferred – experience of 3 to 5 years in an executive administrative support position. Required – 5 years administrative support position.3. Any combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job.
Scope of Position: The Administrative Assistant will assist the Divisional Secretary for Business and Portland Metro Coordinator (DSB/PMC) in handling matters pertaining to the operations of the Cascade Divisional Headquarters Business/Portland Metro Department (DHQ/PMC). The Administrative Assistant performs office functions associated with the day-to-day operation of the department. The purpose of the position is to assist the DSB/PMC in discharging his or her duties by performing tasks and projects, that allow the DSB/PMC to focus on his or her priorities.
Knowledge, Skills, and Abilities:Knowledge required: use a computer effectively and efficiently in the working environment; use standard office machines (e.g., fax, copier, multi-line telephone, keyboard); 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 his/her own work. Multitask, i.e., change work focus or respond to change of conditions and interruptions in workflow. Learn new systems and procedures. Problem solves, i.e., the ability to identify problems and find effective solutions. Work with minimum supervision and a high degree of independence.
Licenses and Certifications:Drivers
Supervision Exercised: None
Essential Duties and Responsibilities:
Assist the DSB/PMC with communications to internal and external constituents. Serve as the primary contact assigned departments at Divisional Headquarters as authorized generally, or for specific tasks, projects, and to resolve issues. Receive, screen, and sort supervisor’s mail, email, and phone calls; prioritize and respond as directed.
Assist with maintaining the DSB/PMC’s calendar. Schedule meetings, appointments, tours, events, and make travel arrangements.
Provide administrative support to the Metro Advisory Board Liaison.
Greet, screen, and direct visitors and guests to the department.
Answer telephone calls and respond to emails. Route phone calls or take and deliver messages. Return phone calls as needed in relation to job duties.
Compose correspondence such as memos, emails, form letters, individual letters, etc. Proofread copy for correct spelling, grammar, and format, making appropriate changes. Responsible for accuracy and clarity of final copy.
Enter data to create and maintain electronic files and records in assigned databases, including The Salvation Army Meeting Management (TSAMM). Serve as back-up to the TSAMM database administrator.
Serve as contracts/agreements liaison to provide direction and administrative support for processing contracts and agreements through regular channels.
Establish, develop, maintain, and update paper and electronic files and filing systems. Retrieve information from files when needed using a bring-up filing system of files and records for progress and review.
Create, produce, and provide reports as requested.
Perform desktop publishing to create forms, program folders, flyers, and other informational materials.
Create, develop, and make visual presentations for events, programs, and meetings as requested.
Attend job-related meetings as requested. Take and compose final minutes, provide copies of agendas, minutes, and any other necessary documents. Schedule and arrange set-up and clean-up of meeting and conference rooms. Order refreshments or meals as needed and reserve equipment.
Work independently and within a team on recurring, seasonal, and special nonrecurring projects, programs, meetings, conferences, and events. Provide administrative support to the designated leader. Support may include scheduling, planning, and coordinating programs and presentations, creating, and disseminating information, coordinating mailings and promotions.
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 designated intervals.
Drive to pick up supplies and for other errands in the conduct of duties.
Maintain confidentiality in handling all departmental matters. Disclosure of information must be limited only to those who need to know or as otherwise authorized.
Work projects and workload may occasionally require flexibility such as evening and weekend work.
Vacation during the Holiday Season is generally not available.
Other duties as assigned – 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.
Physical Requirements: See Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position
Working Conditions: See Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position
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 Secretary for Business & Portland Metro Coordinator
Checklist for Physical Activities & Requirements, Visual Acuity, and Working Conditions of the Position
Position Title: Administrative Assistant Divisional Secretary for Business & Portland Metro Coordinator Job Code: CN5GAAI2
A. Climbing. Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms.
B. Balancing. Maintaining body equilibrium to prevent falling and walking, standing or crouching on narrow, slippery, or erratically moving surfaces.
X C. Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
X D. Kneeling. Bending legs at knee to come to a rest on knee or knees.
X E. Crouching. Bending the body downward and forward by bending leg and spine.
F. Crawling. Moving about on hands and knees or hands and feet.
X G. Reaching. Extending hand(s) and arm(s) in any direction.
X H. Standing. Particularly for sustained periods of time.
X I. Walking. Moving about on foot to accomplish tasks.
X J. Pushing. Using upper extremities to press against something with steady force to thrust forward, downward or outward.
X K. Pulling. Using upper extremities to exert force to draw, haul or tug objects in a sustained motion.
X L. Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.
X M. Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
X N. Grasping. Applying pressure to an object with the fingers and palm.
X O. Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
X P. Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly, or quickly.
X Q. Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction.
X R. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
- The physical requirements of this position. (Please check all blocks that apply)
X A. Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
B. Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
C. Medium work. Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
D. Heavy work. Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.
E. Very heavy work. Exerting more than 100 pounds of force occasionally, and/or more than 50 pounds of force frequently, and/or more than 20 pounds of force constantly to move objects.
- The visual acuity requirements including color, depth perception, and field vision (Please check only one block)
X A. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
B. The worker is required to have visual acuity to perform an activity such as: operates machines, such as lathes, drill presses, power saws, and mills where the seeing job is at or within arm's reach; performs mechanical or skilled trades tasks of a non-repetitive nature, such as carpenter, technicians, service people, plumbers, painters, mechanics, etc.
C. The worker is required to have visual acuity to operate motor vehicles and/or heavy equipment.
D. The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned (i.e., custodial, food services, general laborer, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.)
The conditions the worker will be subject to in this position (Please check all blocks that apply)
A. The worker is subject to environmental conditions. Protection from weather conditions but not necessarily from temperature changes.
B. The worker is subject to outside environmental conditions. No effective protection from the weather.
C. The worker is subject to both environmental conditions. Activities occur inside and outside.
D. The worker is subject to extreme cold. Temperatures typically below 32° for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity.
E. The worker is subject to extreme heat. Temperatures above 100° for periods of more than one hour. Consideration should be given to the effect of other environmental conditions, such as wind and humidity.
F. The worker is subject to noise. There is sufficient noise to cause the worker to shout to be heard above ambient noise level.
G. The worker is subject to vibration. Exposure to oscillating movements of the extremities or whole body.
H. The worker is subject to hazards. Includes a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, exposure to high heat or exposure to chemicals.
I. The worker is subject to atmospheric conditions. One or more of the following conditions that affect the respiratory system of the skin: fumes, odors, dust, mists, gases, or poor ventilation.
J. The worker is frequently in close quarters, crawl spaces, shafts, man holes, small enclosed rooms, small sewage and line pipes, and other areas that could cause claustrophobia.
K. The worker is required to function in narrow aisles or passageways.
X L. None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.)
- Other (Please enter activity, requirements or conditions that apply)
X A. May travel overnight or out-of-state.
X B. Schedule to be established with supervisor. The typical work week will be 40 hours, Monday – Friday, 8:00 AM - 4:30 PM.
Qualifications
Education
Required
- High School or Equivalent or better
Preferred
- Associates or better in Business Administration
Licenses & Certifications
Required
- Driver's License
Experience
Required
- 5 years: Required – 5 years administrative support position.
Preferred
- 3-5 years: Preferred – experience of 3 to 5 years in an executive administrative support position.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)