Posted wage: $16.00 per hour
Position Description The Salvation Army
Portland Tabernacle Corps
Position Title: Corps (Church) Administrative Assistant
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.
Education and Work Experience:
1. Education: Bachelor's Degree required
2. Work/Professional Experience:
a. Five years of experience of executive support in a fast paced environment.
a. Completed Salvation Army Soldier Training (religious instruction/membership classes) and willing to become Soldier within six months of hire.
b. Must be familiar with Salvation Army doctrine.
Scope of Position:
The Church Executive Assistant/Administrative Ministry Associate reports directly to the corps officer (Pastor), providing immediate executive support, and is responsible for managing many of the day-to-day affairs of corps business on behalf of the corps officer. The position serves as
the initial and primary point of contact for internal and external constituencies for corps business matters (religious and nonreligious) pertaining to the office of the corps officer; serves as the executive liaison to the corps council and congregation; and oversees special projects related to corps council and congregational business functions and initiatives; organizes and coordinates fundraising and public relations activities for the corps officer; processes mail, and records and processes income and expense. This position represent the corps officer in communication with Divisional Headquarters (DHQ) Finance, Business, Property and Human Resources Departments.
This position works with a wide variety of people, and the incumbent must have well-developed interpersonal skills, including the particular ability to build relationships that facilitates cooperation among individuals and groups. The types of interpersonal situations the Church Executive Assistant/Administrative Ministry Associate encounters will vary widely. This will include interaction with people seeking to have their basic human needs met, to others who are
seeking Christian counseling and guidance. The Corps Executive must be sensitive to the need expressed and provide the assistance sought, or refer to the appropriate department or pastoral/ministerial staff member.
This position serves within a Christian mission-driven, community oriented environment. The Church Executive Assistant/Administrative Ministry Associate works independently on projects from inception to completion and therefore must function creatively, possess good judgment and strong organizational skills, be forward-thinking, and effectively prioritize and perform multiple tasks with excellent attention to detail and deadlines.
Knowledge, Skills and Abilities Required:
• Expert level of written and verbal communication in English. Bilingual in English/Spanish helpful.
• Working knowledge of PowerPoint, Access, Word, Excel and email programs.
• Working knowledge of web applications such as: Facebook, Google Calendar, Sign up genius, Church Directory and other social media programs.
• Aptitude to use new software programs with basic training.
• Keyboard 55 wpm.
• Knowledge, ability, and willingness to lead another to conversion to Christianity.
Essential Duties and Responsibilities:
• Represent the Salvation Army Portland Tabernacle Corps Officer in matters relating to corps business (religious and nonreligious) to the members of the corps and general public. Communicate as authorized on behalf of the corps officer with Corps Council members, corps ministry volunteers, donors, staff, and others on matters related to corps officer's business initiatives.
o Provides a conduit for smooth communications between the corps officer's office and internal departments, other Salvation Army units (corps and Divisional Headquarters); demonstrating integrity, credibility, loyalty, and support.
o Keeps corps officer informed of matters concerning the corps church (congregational and individual matters - temporal and spiritual) and corps business environments.
o Provide Christian ministry as appropriate such as counseling, guidance, and prayer as appropriate. When appropriate, refer those seeking ministry to the designated corps ministry team member.
• Help the corps officer manage his or her time. This involves knowing the corps officer's schedule and assisting the corps officer with planning and coordinating appointments and events and fulfilling commitments. The Church Executive Assistant/Administrative Ministry Associate serves as the primary gatekeeper to ensure that the corps officer's schedule is followed and respected, creating appropriate access to the corps officer's time and office.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Updates and maintains the corps calendar.
• Perform in timely fashion a broad variety of administrative tasks for the corps officers, including but not limited to the following: files, reports, calendars (personal, business operations and corps), travel plans and itineraries, meeting agendas, minutes and other documents, talking points for meetings and public relations events, mail and correspondence, and acknowledgment letters.
o Correspondence includes creating first drafts and competing edits of all types of correspondence such as formal business letters, personal correspondence, and pastoral correspondence providing Christian spiritual counsel and advice.
o Follow-up on personal and business contacts made by the corps officer and supports the cultivation of ongoing relationships.
• Administrative tasks for the corps officer including but not limited to: calendar of appointments; expense reports; arranging travel plans, itineraries, meeting agendas, minutes, and other documents.
• Complete day-to-day financial processes involving accounts receivable, accounts payable, and bank deposits. Oversees small group expense management.
• Maintains all expenses files, input requirements and communication for the Wells Fargo Corps Officer credit cards for all cards in use at Portland Tabernacle.
• Handle incoming and outgoing mail.
• Represent the Corps Officer in communication with the Divisional Finance, Business, Property and Human Resources Departments.
• Coordinates all building maintenance projects with corps officer, outside contractors and vendors. Ensures corps ministries have adequate notice of projects so ministry leaders can adjust ministry plans as needed.
• Provides scheduling and management of the Corps Advisory Council on boarding process. Serves as the corps officer's confidential liaison to the Advisory Council.
• Researches, prioritizes, and follows-up on incoming issues and concerns addressed to the corps officer, including those of a sensitive or confidential nature. Recommends appropriate course of action, referral, or response
• Works with the Divisional Development team in coordinating corps officer's development outreach activities.
• Assist with planning, coordinating, and conducting training sessions and policy workshops for corps Christian ministry leaders, church attendees, employees, and volunteer.
• Receive results on criminal background checks on all TSA employees and volunteers and work with THQ Child Safety to provide DHQ HR results/clearance prior to cases being sent to Command Finance Council (CFC) for approval of hire.
• Coordinate criminal background checks on all TSA officers in cooperation with the DC's office, ensuring that complete documentation on officers is maintained
• Attend, promote, and assist with Divisional and Territorial events as they pertain the job duties. Special assignments are by the express approval of the Corps Officer; preparations for special assignments will be completed subsequent to the fulfillment of regular responsibilities.
• Other duties as assigned.
This position requires continual sitting at a desk using a personal computer with screen monitor and telephone. May be required to lift, move or carry materials up to 25 pounds and be able to regularly walk, stand, bend, stoop and reach above shoulder height for extended periods.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, hand, or feel objects, tools, or controls; to talk or hear; reach with hands and arms.
Specific vision abilities required by this job include close vision and distance vision.
The employee will work on many projects at once with interruptions and noise from ringing telephones, printers, copiers, and walk-in traffic. The position meets multiple, constant, deadlines, and competing/changing priorities. There will be phone and in-person contact with people from diverse backgrounds who may be angry, hostile, confused, or frustrated.
The position requires the mental aptitude to organize projects, set priorities, calculate, catalogue, inspect, analyze plans, comprehend, and cooperate with others, & etc. Must be able to comprehend assignments and/or ask for additional information or clarification until the assignment is understood.
The employee works with minimum supervision and the work involves a high degree of independence. May be required to make independent decisions that may involve unique or unusual situations and/or complex issues and dealing with demanding requests and/or timelines.
Must maintain a valid Driver's License.
This position has access to confidential and private information. It is essential that confidentiality and privacy be observed.
Annual Training Requirements:
• Salvation Army Driver Training
• Protecting the Mission
Motor Vehicle Record (MVR) - Annually Criminal History Report - Biannually
Work Schedule: Work schedule will be established with the supervisor. However, due to the nature of the programs that take place at the Salvation Army scheduled work hours will be adjusted as program needs require and can change with minimum notice.
In an eight-hour work day there are two paid 15 minute breaks and one unpaid meal break that will be taken in accordance with wage and hour regulations. Occasions may arise, when due to business necessity, this time frame may be altered or you will be asked to work additional time. In these instances, every effort will be made to provide you with advance notice.
The employee must consider The Salvation Army their home corps (church} and work in conjunction with the leadership goals of the Corps Officer and the Corps Council to see those goals move from objectives to reality. As a result, the employee is expected to attend every Sunday (paid time) except those excused due to authorized program activities, vacation or illness.
The candidate chosen for this position will be required to pass a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction(s) will be considered.
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 to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.
Must be a Soldier with a demonstrated strong personal faith and agreement with the teaching of Holy Scripture as explained in The Salvation Army "Articles of War" and the "Handbook of Doctrine" to be considered for this position.
I understand the job description, its requirements and that I am expected to complete all duties as assigned. I understand the job duties may be altered from time to time.
Supervisor: Corps Officers
To apply online please go to https://goo.gl/FJXrST Upload resume, cover letter, and complete the job application provided.
To apply in person, go to The Salvation Army Portland Corps, 1712 NE Sandy, Portland OR 97232. Please bring resume, cover letter, and complete the application provided to you.
Please note: Resume, cover letter, and complete job application are required. Please be aware a job application is not considered complete unless it is dated and signed by the applicant. Incomplete job applications cannot be accepted.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call 503.794.3206 or email Denise.Gendeusw.salvationarmy.org. Ms. Gende will coordinate your accommodation request with personnel at the local address specified in paragraph two above.
If you have questions about this position, please contact Portland.tabusw.salvationarmy.org or call 503.239.1222. These are the points of contact for questions about this position.
An Equal Opportunity/Affirmative Action Employer-
EOE of Females/Minorities/Vets/Disability
- Full time hours
- Excellent medical benefits
- Life Insurance
- Disability Insurance
- Retirement plan
- Paid sick leave
- Paid holidays