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The Salvation Army
Golden State Division
Monterey Peninsula
POSITION: Administrative Assistant / Volunteer Coordinator
DEPARTMENT: Administration
SUPERVISOR: Business Administrator
STATUS: Non-Exempt, Full Time
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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.
OVERVIEW:
The Administrative Assistant / Volunteer Coordinator will serve dual roles. The Administrative Assistant is the support person for the Business Administrator. She/he is the primary contact person in all areas of communication and supports and shields the Corps Officers. She/he is also responsible to assist all special events and fundraising activities. The Administrative Assistant performs a variety of highly responsible, confidential and complex secretarial and administrative duties, provides information and assistance to the public and partner agencies, performed in keeping with the mission and vision of The Salvation Army at the Monterey Peninsula Corps.
In addition, he or she will advance volunteerism within Monterey Corps programs, matching volunteers and their skills with volunteer opportunities, while bringing in additional resources to Salvation Army programs and to those we serve. The Coordinator will interview, recruit and ensure that volunteers are cleared to serve as mandated within TSA policies.
DUTIES:
Front Desk/General/Clerical & Officer
Act as the initial point of contact for all visitors by helping answer incoming phone calls and greeting visitors as they come through the door.
Be familiar with proper operating procedures for all office machines, such as photocopiers, scanners, voice mail systems, personal computers, etc.
Answer telephones, direct calls and take messages
Open, sort and route incoming mail, answer correspondence and prepare outgoing mail
Greet the general public and direct them to the proper department that can best meet their needs
Maintain cleanliness and keep ample supplies for coffee/kitchen area. Notify Office Manager of any needed kitchen/coffee supplies that need to be ordered
Provide information and referral sources.
Prepare outgoing mail for delivery in the postal system.
Prepare documentation on all donations, as well as distributions of donated items.
Maintain the bulletin board and front office information provided to visitors as needed.
Offer receipts for gifts, keeping track of names that can be passed on to the Business Administrator.
Send special thank you cards/letters as requested.
Stay informed of Corps programs and activities through the Corps Officers and the Program Directors in order to properly inform the public when people inquire.
Use database software to prepare mailings to other charitable organizations with which TSAMP networks or collaborates.
Assist in copying and assembling grant proposal packets.
Prepare special thank you letters during a peak contribution period.
Manage Corps mailing, sending large mailings by bulk mail.
Business Administrator
Assist Business Administrator in any and all aspects of The Salvation Army processes.
Accounting Department
Compile, copy, sort, date, stamp and file records of financial transactions, including preparation of receipts.
Receive cash related to payments received.
Receive and copy all of the mail appeal items, prepare for deposit.
Assist with regular bank deposit process.
Volunteer Coordinator Duties
Communicate on a weekly basis with Corps Officers and Program Directors for their volunteer needs.
Recruit and develop new volunteers.
Speak at and attend various public venues to promote the work of The Salvation Army and the need for volunteers.
Interview and recruit potential volunteers. Process background check information as mandated by TSA policies and child safety regulations.
Publish and maintain volunteer service schedules both individually and as a group. Issue verification letters of hours served,and provide monthly reports of statistics to Corps Officers.
Serve side by side with volunteers as necessary to provide guidance, an understanding of our clients, and improve their volunteer experience.
Recognize volunteers and organizations providing volunteers, through regular thank you correspondence, as part of a systematic volunteer appreciation program.
Participate in all program required training and development opportunities, including staff meetings and other special events.
Assist with other events and attend outside meetings that build ties with the wider Monterey community, in order to build on the existing volunteer program.
Maintain complete and organized files of all volunteers and volunteer activities.
Schedule regular meetings with appropriate management staff to share and receive appropriate information to ensure effective communication with business matters as directed by the Business Administrator.
Attend all recommended meetings.
Maintain confidentiality.
Assist with Christmas Kettles.
Staff with volunteers and support KSBW Share Your Holidays.
Support Adopt a Family program.
SEASONAL DUTIES During the Holiday Season (October-December) there will be increased responsibilities
Red Kettle Program: Recruit new Red Kettle volunteers, and Kettle location schedules.
Recruit volunteers for all holiday related activities and events, including KSBWs Share Your Holiday Telethons Phone Bank and Local Distribution site.
Be available at the KSBW Share Your Holiday local distribution site to provide guidance to volunteers.
Recruit food donations for lunches for our volunteers for the Toy Warehouse location during packing and distribution days. Provide additional assistance and oversight at the Toy Warehouse when large volunteer groups are assigned.
Provide transportation and pickup as needed, using TSA vehicles.
Other assignments/duties as assigned.
QUALIFICATIONS:
A minimum of an AA degree in related field or the equivalent of 5 years of progressive responsibility in a comparable workplace and associated duties.
Must have a valid CA license, must be able to pass a criminal background check.
Knowledge of Salvation Army practices and organization desirable.
Must have the ability to maintain a self-motivated and self-directed schedule.
Must have the ability to address multiple projects in a time-sensitive manner.
Ability to interact with volunteers and the public in a positive, professional manner in conformity with The Salvation Army Mission Statement.
Ability to work with people of diverse backgrounds and circumstances.
Possess self-discipline necessary to perform repetitive tasks without lowering the quality of work.
Must have good verbal and written communication skills
Strong interpersonal skills
Demonstrated leadership skills
Strong organizational skills
Interest and/or background in community service
Two years experience in general office work, or two years post-secondary education
EQUIPMENT USED:
Personal Computer Copy Machine Scanner Calculator Telephone
PHYSICAL REQUIREMENTS:
1. Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis throughout the day.
2. Ability to grasp, push, pull objects such as files, file cabinet drawers and reach overhead.
3. Ability to speak understandably in the English language
4. Ability to lift up to 25 lbs.
5. Ability to operate telephone
Apply Online:
https://rn22.ultipro.com/SAL1002/jobboard/NewCandidateExt.aspx?JobID=7910
Equal Employment Opportunity Employer. Minorities/Women/Veterans/People with Disabilities.
