BASIC PURPOSE

The Assistant Director Of Shelter Services is responsible for the administrative tasks of the Tracy Shelter.  The position is responsible for supporting the Director of Shelter Services in the completion of their duties and coordination of all unit to Business matters as a liaison to DHQ.  

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Assistant Director Of Shelter Services & Administrative Support Provide administrative support to the Director of Shelter Services. Provide administrative support to staff on confidential matters. Provide leadership and supervision of the administrative office, supervising the Administration and staff responsible for various departments, such as for accounts receivable, accounts, payable and payroll; Volunteer Coordinator and other business related areas. Assist in holiday activities and special events as assigned. Supervising employees and volunteers in the process. Conduct monthly safety training during staff meetings. Help cover reception desk as needed. Maintain the phone system for administration. Work with Department heads to monitor and assure adherence for any other government contract. Prepare and maintain all inventory lists for all Shelter activities. Order computer equipment replacements as needed wit approval of supervisor. Serve as a liaison with IT. Perform Special projects and other duties as assigned by Director of Shelter Services. Directly supervise administrative staff in absence of Director of Shelter Services. Assist in preparation of annual budgets. Approve expenditures through Workflow. Monitor financial performance and make recommendations to Director of Shelter Services. Oversee daily operation of administrative office as it pertains to departmental hours, master calendar, vehicle check outs, etc. Order repair on facilities and vehicles in correspondence with Director of Shelter Services. Maintain and input monthly statistics into Turbo stats system for programs. Oversee and manage Shelter fleet of vehicles.

         Human Resources

Complete key HR functions for all Shelter programs including recruitment, hiring and onboarding processes, annual increases, payroll change notices, and terminations. Support and advise local program directors in the carrying out of required HR processes. Responsible for all TSAMM entries for Tracy Shelter. Provide HR support to the Director of Shelter Services and Corps officers as needed. Provide training to shelter staff in HR related topics as needed. Participate in DHQ HR training, including Open Enrollment, etc. Act as main point of contact with DHQ HR during employee relations investigations. Ensures that accurate personnel records are being retained. Works closely with DHQ during periods of internal/ external audits. Other related duties as assigned by the Director of Shelter Services.

 

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

Bachelor’s Degree in a Business or HR related field preferred. 4+ years of management in a business management setting. Highly organized and ability to maintain file systems. Reliable and dependable. Excellent communication skills and experience in working with non-profits; ability work with diverse communities; strong verbal and written skills are essential. Ability to work independently and as part of a team. Must be goal oriented, self-motivated and able to multi-task. Microsoft Office products, including Office 2003 (Word, Excel, Access, Publisher) with a demonstrated ability to read financial statements, create correspondence and maintain spreadsheets and databases. Background knowledge of Salvation Army practices (policies and procedures) and organization helpful. Valid CA driver’s license.

                                                                                                                             

PHYSICAL REQUIREMENTS:

Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, and/or pull objects. Ability to reach overhead. Ability to operate telephone. Ability to lift up to 25 lbs. Ability to operate a computer. Ability to process written, visual, and/or verbal information. Ability to operate basic office equipment and tools. 10% travel required.

 

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 would not result in undue hardship.