Administrative Assistant

col-wide

Title:

Administrative Assistant

Employment Type:

Full time

Location:

Seattle, WA

Salary:

21.00 - 23.00

Application Contact:

maddi.may@usw.salvationarmy.org

Job Description:

DEPARTMENT:                  Development

 

POSITION TITLE:               Administrative Assistant

 

STATUS:                              FT, Non-Exempt

 
REPORTS TO:                     Director of Development, Donor Relations Directors
 
GENERAL STATEMENT:
The Salvation Army is a branch of the Christian Church and the ultimate goal of all programs is spiritual regeneration of all people. The Salvation Army is an equal opportunity employer.
 
EDUCATION AND WORK EXPERIENCE:
  • High School diploma or equivalent required; Bachelor of Arts degree strongly preferred
  • Minimum of 2 years of experience in one or more of the following fields: development, customer service and / or administration
 
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
  • Detail oriented
  • Self starter
  • Strong use of the English language in verbal and written communication
  • Ability to work in a fast-paced environment and maintain poise under pressure
  • Ability to multi-task and demonstrate good time management skills
  • Demonstrated customer service and problem-solving skills
  • Ability to take initiative and work independently
  • Accurate and precise handling of qualitative and quantitative data
  • Strong analytical and research skills
  • Proficient typing skills (50 words per minute)
  • General knowledge of business protocols
  • Ability and willingness to keep information confidential
  • Ability to adhere to the following Development General Statements:
    1. In all matters involving donors or potential donors, the interests of the donor shall come before that of The Salvation Army.  No program, agreement, trust, contract or commitment shall be urged upon a donor which would benefit The Salvation Army at the expense of the donor’s best interests.
    2. It is the policy of The Salvation Army to exercise caution against the use of any high-pressure sales techniques when dealing with donors.
    3. All information concerning donors shall be kept strictly confidential.
  • Must complete and adhere to Protecting the Mission requirements and guidelines, including the ability to pass a TSA background check
  • Good handwriting
  • Ability to work with people in remote/off-site locations
 
 
 
SOFTWARE-RELATED SKILLS:
  • Proficiency with Microsoft Office Suite required
  • Outlook is helpful
  • Working knowledge of integrated database applications and ability to use new software programs with basic training
 
SCOPE OF POSITION:
 
Providing efficient organizational and administrative support to the Director of Development and Donor Relations Directors.  The individual will also coordinate and support the King County Advisory Board, councils and committees throughout the Northwest Division.  With all responsibilities and projects, the Administrative Assistant will work to continuously improve administrative systems and procedures, provide customer service and undertake specific requests as assigned. 
 
ESSENTIAL DUTIES AND RESPONSIBILITIES:
 
  1. Director of Development Support
    • Submit agenda items for CFC discussion, and circulate CFC decisions
    • Manage development-related contracts for review by THQ and DHQ
    • Order office supplies and maintain department office supply budget
    • Collect, compile, and construct monthly and annual department reports for Director and Divisional/Territorial officers
    • Prepare monthly expense reports
    • Make travel arrangements for Director and key Development staff
    • Organize department meetings and semi-annual retreats
    • Manage the Director’s calendar
    • Prepare correspondence, presentations and other written communications as assigned
    • Maintain Director’s filing system
    • Other duties as assigned
 
  1. Advisory Board Support
    • Prepare meeting agendas, meeting details and book necessary space and issue minutes for such meetings. Work with Director of Development for King County advisory board meetings and related committee meetings
    • Maintain a spreadsheet with names and contact information of all Advisory Board members in the Northwest Division
    • Plan and execute a formal orientation process for new members
    • Track attendance of King County Board members
    • Administer the King County Advisory Organization annual giving campaign and maintain accurate campaign records
    • Prepare and distribute Seattle/King County Advisory Board Directory
    • Assist the Director of Development in supporting Advisory Boards throughout the Northwest Division, including but not limited to: quarterly newsletters to Board members, Board member training, organizing Board Retreats
 
  1. General Responsibilities
    • Receive and handle incoming calls and email in a friendly and businesslike manner, answer basic inquiries, greet major donor guests and visitors, send appropriate materials and direct calls to appropriate staff
    • Serve as secondary customer service contact for major gift donors and prospects whenever Directors are unavailable.  Ensure that all contacts receive personal and timely responses to their questions and solutions to any problems they are experiencing
    • Prepare meeting agendas, meeting details and book necessary space and issue minutes for such meetings
    • Create and edit correspondence, proposals and materials to ensure appropriate content and tone. Create and archive proposals and templates. Ensure timely submission of proposals, obtain necessary signatures
    • Receive, track, and process gifts of stock and property
    • Type and mail acknowledgment receipt letters
    • Make follow-up phone calls under the direction of Director and DRDs
    • Create and monitor schedules for high-priority projects
    • Enter donor data into Portfolio, on behalf of Director of Development and DRD’s
    • Follow up on gift processing to ensure missing gifts are located and coded
    • Assist DRD’s in generating correspondence including labels, mass mailings, mail merges uploads into donor data base (Portfolio)
    • Assist in organizing donor events, such as William Booth Society, maintain RSVP lists, and maintain invoicing to major donors for pledged gifts
    • Assure accurate and timely input of gifts and information from major donors
    • Handle regular thank you acknowledgements to donors
    • Monitor department copier/printer for paper, toner, and maintenance
 
PHYSICAL REQUIREMENTS:   
  • Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis
  • Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
  • Ability to operate telephone
  • Ability to operate a desktop or laptop computer
  • Ability to lift up to 25 lbs. (usually file boxes)
  • Ability to access and produce information from a computer
  • Ability to understand written information
 
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 meet the physical requirements of the position.  The Salvation Army will attempt to satisfy requests as long as the accommodation needed is a reasonable and no undue hardship would result.

Equal Opportunity Employer
Minorities/Women/Disabled/Veterans
 
The Salvation Army
111 Queen Anne #300
Seattle, WA, United States
Organization Profile