Department:      Hilo Corps

Position Title:    Administrative Assistant

Reports to:         Program Director

FLSA Status:       Non- Exempt

Date:                    February 2024

 

General Statement:  The Salvation Army (TSA) is a branch of the Christian Church, and the ultimate goal of all programs is a spiritual regeneration of all people.

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 love for God.  Its mission is to preach the Gospel of Jesus Christ and meet human needs in His name without discrimination.

Job Summary: 

The Salvation Army is seeking: An administrative assistant that provides administrative support to the unit leadership team and case management team. This position is the first point of contact for administrative needs for the day-to-day operations of the Hilo Corps Shelter/Tiny Homes. This position will liaise and maintain strong, effective communication with clients and internal and external members with various organizations/funding sources/stakeholders.

 

Duties and Responsibilities:

Able to maintain workflow of the shelter by processing invoices/reporting procedures to keep data on WellSky and Homeless Management Information System (HMIS), as needed and appropriate. Coordinating and preparing data reports. Maintaining hardcopy/softcopy filing for Shelter/Tiny Homes. Open, sort, and distribute incoming correspondence. Prepare/modify documents related to shelter. Perform general office duties, such as ordering supplies, answering phone calls, maintaining records, managing database systems, and performing basic bookkeeping work. Complete the following training: The Salvation Army Driver Training, The Salvation Army’s Protecting the Mission Training, The Salvation Army Pathway of Hope Training, Health Insurance Portability and Accountability Act (HIPPA) Compliance Training, HMIS and Wellsky databases.

Qualification and Education Requirements

Required: A bachelor’s degree or equivalent combination of education and experience Strong PC skills i.e. Microsoft suite. Strong database skills i.e. WellSky and HMIS Detail oriented and quick to respond. Excellent interpersonal, written, and oral communication skills. Able to prioritize workflow. High standards of ethics and confidentiality to handle sensitive information. Knowledge and skill in trauma informed care.

Additional Knowledge, Skills, and Abilities Required:

 

Excellent communication skills both written and verbal, ability to make public presentations, ability to manage databases, administer complex systems, and follow program policies. Ability to walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis. Ability to grasp, push, pull, and reach overhead. Ability to operate telephone. Ability to lift to 25 pounds. Ability to access and produce information from the computer. Ability to understand written information. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A request to modify or adjust these requirements may be made to your supervisor and HR.

Software-related skills: 

Microsoft Word and Excel, and email required.  Working knowledge of integrated database applications and ability to use new software programs with basic training.  

 

Mental Demands: Work well under stressful conditions Able to Interact with others with courtesy, respect, and tact Work in an organized and efficient manner to complete projects on schedule Able to perform job functions with attention to detail, speed, and accuracy Able to respond to crisis situations in a calm and an effective manner Able to exercise good judgement and suggest means or methods to accomplish tasks with greater efficiency or cost savings Able to maintain confidentiality

                   

Communication Demands:

This position requires the ability to interact with co-workers and the public in a positive, professional manner in conformity with TSA’s mission statement.  The position also requires the ability to work with people of diverse backgrounds and circumstances.

 

The position requires written communication to and from co-workers, clients, vendors, contractors; talking on the telephone; requires responding to written or verbal requests of co-workers, clients, vendors, and contractors; requires training/giving verbal and written instructions; requires receiving verbal and written instructions; requires writing/composing written language; requires reading; requires communication via the latest technologies.

 

Physical Requirements:

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or continuous basis. Ability to grasp, push, pull, and reach overhead. Ability to operate telephone. Ability to lift to 25 pounds. Ability to access and produce information from the computer. Ability to understand written information. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A request to modify or adjust these requirements may be made to your supervisor and HR. The Salvation Army will attempt to satisfy requests if the accommodation needed is reasonable and presents no undue hardship.

 

Equipment Familiarity:

This position requires the use office equipment such as computers, photocopiers, scanners, calculators, etc.

 

Description of Work Environment:

Most of the work will be indoors at Hilo Shelter/Tiny Homes unit.  Attendance at trainings in Hawaii may be required.

 

Certification & Licenses:

Valid Hawaii drivers’ license, preferred.

 

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.

 

Acknowledgement of Religious Purposes of The Salvation Army:

I have been informed and understand The Salvation Army's religious purpose and status as a church. In my employ, I will not undermine the religious mission or religious purposes of the organization, nor will my professional conduct conflict with, interfere with, or undermine its religious programs or religious purposes.

 

Statement of Confidentiality:

The Shelter Administrative Assistant occupies a position of trust and is expected to maintain confidentiality and exhibit loyalty to The Salvation Army and the staff of the Hilo Shelter/Tiny Homes and the Hawai’ian and Pacific Islands Division in all job-related matters.

 

Employment at Will:

Employees of The Salvation Army are considered employees at will.  This means that the employment arrangement between the employee and The Salvation Army may be terminated by the employee or by The Salvation Army at any time with or without cause.  No Salvation Army representative may change the at will employment relationship through oral or written promises.