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Administrative Assistant & Human Resource Clerk

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  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Leesburg

Requirements

  • Two-year degree or equivalent college coursework,
  • And
  • four years progressively responsible experience performing administrative work in a general office,
  • or
  • any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
  • Manual dexterity. Ability to sit, walk, and stand on a frequent change basis in order to perform the duties of this position. Ability to lift objects weighing between 25-50 lbs. Must be self-directed with ability to tolerate frequent interruptions.
  • Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts with noise, dust, dirt, and the like.

Responsibilities

  • Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, contracts, agreements, resolutions, programs, newsletters, statistics, budgets, invoices, legacy or other legal documents, notices, bulletins, agendas, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.
  • Performs varied and/or routine administrative duties; prepares or assists in preparing or compiles statistical reports related to TSA programs; assists in establishing general policy and mission for Corps programs; assists with the administrative detail of designing, overseeing, and evaluating Corps programs.
  • Reviews HR records and enters information as required into TSAMM and the HRIS to assist the Regional HR Directors in reviewing and processing personnel information.
  • Reviews electronic timecards, ensures proper leave balances are maintained, applies edits as needed and enters data and corrections into the time system on a weekly basis; advises Human Resources Manager of constant tardiness, excessive absences and other related attendance issues.
  • Plans, prepares, updates, and monitors personnel records; files documents alphabetically, numerically or by any other established filing system; maintains and utilizes a bring-up filing system; ensures the files are maintained in an organized and efficient manner; inputs data and generates various personnel reports and lists.
  • Assists the Regional Human Resources Director by updating and submitting monthly enrollments, terminations, and changes to the billing statement for The Salvation Army Health Plan for Divisional Headquarters; assists in delivering open enrollment documentation.
  • Performs the necessary data entry functions required to submit background check and E-verify requests; monitors electronic responses and notifies the Human Resources Manager of the same.
  • Maintains the confidentiality of all personnel and payroll records, and the confidentiality of personnel-related correspondence, conversations, or issues.
  • Coordinates and processes a wide range of administrative responsibilities associated with the preparation and administration of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; may attend conference to provide administrative support and to ensure that arrangements are in order before, during and after the event.
  • Assists with Salvation Army special events at the Corps level; this may include administrative detail, assistance in planning, leading, participating as needed/directed.
  • Receives and processes legal documents in an accurate and timely manner; records pertinent information in accordance with established procedures; prepares correspondence acknowledging the receipt and processing of the same.
  • Prepares and processes purchase requisitions in accordance with established policies and procedures; maintains organized and complete files with proper back-up materials for each requisition; prepares correspondence regarding the same; ensures that all purchase requisitions are processed in a timely and accurate manner.
  • Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.
  • Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; research files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.
  • Serves as a liaison for other departments and/or other divisions seeking information or services from the department head; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.
  • Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and enters data into the computer to maintain records; researches files to locate specific information found in documents, correspondence, lists, forms, etc.
  • Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.
  • Types correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation; may attend meetings and records minutes.
  • Answers telephone in a courteous and tactful manner; schedules appointments; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.
  • Receives, procures, opens and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.
  • Obtains and applies correct labels to items to be mailed; distributes information regarding The Salvation Army's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.
  • Orders office supplies, promotional items, gifts, and publications and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and other special items required for the office operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.
  • Serves as a lead worker to subordinate clerical personnel; trains and instructs in methods and procedures; assigns and monitors work in progress and upon completion; informs supervisor of any problems with the quality or production of work.

FAQs

What qualifications are required for the Administrative Assistant & Human Resource Clerk position?

A two-year degree or equivalent college coursework, along with four years of progressively responsible experience performing administrative work in a general office, or any equivalent combination of training and experience providing the required knowledge, skills, and abilities.

What are the main responsibilities of this position?

The main responsibilities include handling confidential administrative work, processing HR information, maintaining filing systems, tracking attendance, auditing timekeeping systems, preparing reports and spreadsheets, coordinating meetings, and assisting with various administrative tasks related to Salvation Army programs.

Is experience in human resources required for this role?

While specific HR experience is not explicitly required, familiarity with human resources functions such as processing enrollments, background checks, and maintaining HR records is beneficial and may be necessary for fulfilling job duties effectively.

What is the working environment like for this position?

The work is performed in a normal office environment with minimal physical discomforts associated with changes in weather or noise. The role requires manual dexterity and the ability to sit, walk, and stand frequently.

Are there physical requirements for this position?

Yes, candidates must have the ability to lift objects weighing between 25-50 lbs and be self-directed, with the competence to tolerate frequent interruptions while performing their duties.

What kind of benefits does The Salvation Army offer for this role?

The benefits include medical, dental, and vision insurance, paid time off (PTO) and holiday pay, life insurance, retirement plans, and more.

Does this position require the employee to adhere to any specific values?

Yes, The Salvation Army emphasizes five core values: Passionate, Compassionate, Uplifting, Brave, and Trustworthy, which all employees are expected to embody.

When is the application submittal period for this position?

The application submittal period is from January 28th, 2025 to February 10th, 2025.

Are there any specific statements regarding the organization’s religious mission?

Yes, all employees recognize that The Salvation Army is a church and agree not to undermine its religious mission while employed.

Is there any provision for accommodations during the application process?

Yes, individuals requiring accommodation to the application or interview process should contact a representative of the Human Resources Department at the applicable location.

Dedicated to helping people in need overcome poverty, addiction, and spiritual and economic hardship across the U.S.

Non-profit
Industry
10,001+
Employees
1865
Founded Year

Mission & Purpose

The Salvation Army is the nation's largest direct provider of social services. Annually, we help millions overcome poverty, addiction, and spiritual and economic hardships by preaching the gospel of Jesus Christ and meeting human needs in His name without discrimination in nearly every zip code. By providing food, shelter, eviction prevention assistance, emergency disaster relief, rehabilitation, after-school and summer youth programs, spiritual enrichment, and more, The Salvation Army is doing the most good at nearly 7,000 centers of operation around the country. 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.