Administrative Assistant

THE SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant

LOCATION/DEPT: Harbor Light

REPORTS TO: Executive Director

PEOPLE MANAGER: No

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

PAY GRADE: 403

PAY RANGE: $18.11 - $21.73

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.

DEPARTMENT MISSION

To provide leadership using policies, procedures, and available systems to support the Harbor Light Center in meeting the mission of The Salvation Army.

PROGRAM/CLIENT ENVIRONMENT

The backgrounds of the clients served by The Harbor Light Program will manifest a variety of inappropriate behaviors. When this occurs, employees are to respond within the context of the treatment environment of the site. Employee conduct (actions, dress, etc.) and interactions (conversations, written communications, etc.) with clients must also be within the treatment environment of the facility.

OUTCOMES

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of The Salvation Army's programs and administrative offices. This position supports Officers, managers, program staff, and community stakeholders while maintaining the highest standards of professionalism, confidentiality, and adherence to The Salvation Army's mission, policies, and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative and Office Support

1. Provide general administrative support including typing, filing, copying, scanning, and data entry.
2. Answer and route telephone calls; greet visitors in a courteous, professional manner.
3. Maintain calendars, schedule meetings, prepare agendas, and coordinate meeting logistics.
4. Draft and prepare correspondence, reports, memoranda, and forms.

Records Management and Compliance

1. Maintain accurate and organized electronic and physical files in accordance with Salvation Army policies.
2. Assist with documentation for audits, accreditation (e.g., CARF), grants, and internal reviews.
3. Handle confidential and sensitive information with discretion and integrity.

Program and Departmental Support

1. Provide administrative assistance to program departments, including data tracking and reporting.
2. Assist with volunteer, client, and program documentation as assigned.
3. Support special events, meetings, trainings, and community outreach activities.

HR and Financial Support (as assigned)

1. Assist with onboarding paperwork, timekeeping, personnel files, and HR documentation.
2. Support purchasing requests, invoice processing, and expense documentation.
3. Assist with internal systems such as TSAMM, ADP, or other Salvation Army platforms (as applicable).

Mission and Professional Conduct

1. Uphold and support The Salvation Army's Christian mission, values, and code of ethics.
2. Interact respectfully and professionally with Officers, employees, volunteers, clients, and the public.
3. Comply with all Salvation Army policies, procedures, and confidentiality requirements.

Other Duties

1. 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: High school diploma or GED required; associate degree preferred.
• Experience: Minimum of 1-2 years of administrative or office experience.

Proficiency in Microsoft Office (Word, Excel, Outlook) and standard office equipment.

Strong organizational, time-management, and attention-to-detail skills.

Excellent written and verbal communication skills.

Skills/Abilities

• Experience working in a nonprofit, social services, or faith-based organization.
• Familiarity with Salvation Army systems, policies, and reporting structures.
• Experience supporting compliance, accreditation, or grant-funded programs.

JOB LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Executive Director informed on all critical issues relating to his/her area of responsibility.
• This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work. Must be able to walk up two flights of stairs and lift up to 25lbs occasionally.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and PC.
• The work environment for this position includes an office environment with a low noise level.
• Must be able to work with clients that have poor social skills, suffer from mental illness, and have substance abuse problems.

COMPETENCIES

• Ability to maintain strict confidentiality.
• An attention to detail.
• Strong interpersonal and customer service skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively in a team environment.
• Commitment to professionalism, integrity, and service.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• Supportive of the mission of The Salvation Army.

REPORTING RELATIONSHIPS

This position reports to the Executive Director.

In contacts related to this position's duties, this individual acts as a representative of The Salvation Army and its mission.

PERFORMANCE MEASURES

This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy, and completeness of accomplishing assigned goals.

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.