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Finance & Administrative Assistant

Company The Salvation Army - Seattle Social Services
Location Seattle, WA
Update 5 Day ago
300

The Salvation Army's Seattle Social Services Corps is seeking a FT Finance and Administrative Assistant. Please see the attached job description for more details. If you are interested in the details of this position, please submit your resume to the email address associated with this posting.

POSITION DESCRIPTION

THE SALVATION ARMYNW SEATTLE SOCIAL SERVICES PIKE ST.

DEPARTMENT: ADMINISTRATION

POSITION TITLE: FINANCE AND ADMINISTRATIVE ASSISTANT

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 REQUIREMENTS:

  • High school completion or equivalent required; some college preferred
  • 2 years minimum experience in 2 or more of the following fields: bookkeeping, accounting, office administration, business payroll, Customer service, office management,
  • Experienced in general Accounts Payable (AP) and Accounts Receivable (AR)
  • Excellent demonstration of skills using Microsoft Office and Excel
  • Human Resources experience desirable

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

  • An ability to engage with diverse populations in a respectful and culturally responsive manner
  • Demonstrates a commitment to the values of equity and inclusion by honoring diverse characteristics and expressions of personal identity
  • Excellent verbal and written communication skills
  • Ability to work in a fast-paced environment and maintain poise under pressure
  • Must have excellent interpersonal skills, with emphasis on effectively working in a team environment and with a diverse population
  • Must be willing and able to adhere to Salvation Army policies and procedures
  • Must have a valid Washington State Driver's license and ability to pass TSA MVR check and driver authorization requirements
  • Must complete and adhere to Protecting the Mission requirements and guidelines, including the ability to pass a TSA background check
  • Ability and willingness to keep information confidential
  • Must be detail oriented and can prioritize and manage multiple tasks and deadlines
  • Must be a self-starter and able to work well independently * Strong use of the English language in verbal and written communication
  • Excellent telephone skills
  • Strong AP and AR and or related accounting or bookkeeping knowledge
  • Excellent typing skills
  • Experienced and knowledgeable in business protocols
  • Strong mathematical skills

SOFTWARE-RELATED SKILLS:

  • Microsoft Word and Excel - strong skills required
  • Microsoft PowerPoint and Access, helpful
  • Demonstrated experience working with email software required; Lotus Notes, helpful
  • Demonstrate immediate aptitude and working knowledge of integrated database applications and ability to use new software programs (such as Shelby, National Statistic System, Portfolio) with basic training.
  • Working knowledge of standard office equipment such as copy machine, fax machine, multiple phone line system, printers, etc.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Under the supervision of the Contracts and Administrative Operations Manager:

1. Sort, process and record all incoming mail with a second person

2. Complete all departmental filing

3. Up-load and code all Accounts Payable (AP) for approval by Supervisor, in TSA accounting software

4. Problem solve AP issues

5. Maintain vendor files

6. Maintain and control records of petty cash fund (including receipts)- maintain appropriate level of on-hand cash, balance monthly, and request replenishment from COs as needed

7. Prepare deposits IAW Salvation Army policy and coordinate assistance with banking.

8. Maintain and control gas/credit cards for local businesses for purchasing basic office needs/supplies

9. Implement and maintain sign-in/sign-out process for credit/gas cards

10. Responsible for maintaining and updating inventory

11. Gathers and submits statistics as directed

12. Assist SSS Director and Program Managers with Human Resources tasks to include new hire and post-hire paperwork ensuring accuracy

13. Provide quality control for Program Managers and submit all PSC and personnel related Command Finance Council (CFC) paperwork as requested

14. Conducts Employee Orientation for all new hires and keeps information updated as necessary

15. Informs employees of benefit eligibility in coordination with DHQ Human Resources Department

16. Check and process timecards turned in by employees ensure supervisor approval and signatures are in place; ensure timecard accuracy in regards to holiday, sick, and vacation time.

17. Process employee sick/vacation requests

18. Prepare and transmit payroll for employees

19. Maintain local driving records - process paperwork for all new drivers, ensure that all existing employee and volunteer drivers are in compliance, notify drivers of the need for annual testing and license renewals

20. Notify Program Managers with reminders for upcoming items such as annual reviews and requested information

21. Maintain centralized file of personnel documents for all employees

22. Create physical files as needed

23. Maintain and update local contact information

24. Prepare agendas, record and distribute minutes as requested

25. Maintain office supply inventory and order replacement supplies as necessary

26. Perform other administrative functions as requested by SSS Director/s and Supervisor

27. Provide back up and support for WBC Admin as needed

  • Provide administrative support to the Seattle Social Services (SSS) Director as requested, including but not limited to:

1. Screening phone calls and determining the most appropriate resolution (directing the call, taking a message, assisting the caller)

2. Making phone calls as requested

3. Preparing and sending correspondence

4. Filing

5. Preparing materials as requested (i.e. printing, photocopying)

6. Maintaining and updating contact information

7. Running reports or compiling information/statistics as requested

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
  • Ability to operate a motor vehicle

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/Veterans/Disabled

Job Type: Full-time

Required education:

  • High school or equivalent

Required experience:

  • Administrative Assistant: 1 year