Senior Administrative Specialist

JOB SUMMARY:

The Senior Administrative Specialist fulfills a broad scope of administrative responsibilities to assist with the smooth and effective functioning of both the Business Administration Section and the Building Services Department. Significant administrative support is also rendered directly to sectional and departmental leadership to aid them in the successful execution of their respective duties; Manages confidential and sensitive information.

Business Administration (BA)

This position provides administrative support for the Business Administration Section, National Treasurer and Secretary for Business Administration (NT/SBA) and Executive Assistant, by performing administrative duties such as those listed below:

Prepares, maintains, and submits various sectional invoices and check requests for further processing. Assists with submission of receipts for section credit card.

Prepares spreadsheets, visual media presentations and manages documents.

Maintains NT/SBA’s schedule/calendar; updating information on events, staff schedules, important dates, and key reoccurring projects; submits leave requests for the NT/SBA; when necessary, schedules NT/SBA’s travel arrangements (may include other individuals) including flights, hotels, and local transportation; maintains travel schedules.

Coordinates and schedules internal and external meetings, including face-to-face and teleconferences.

Coordinates sectional staff meetings and breakfast/luncheons (internal and external); gathers material/items for agenda; prepares agenda.

Effectively serves as Secretary to the following “in-house” groups, by preparing and distributing meeting agendas and materials in a timely manner, recording accurate meeting minutes of attendance, and follow-up on action items.

• NHQ Risk Management Committee
• NHQ Safety Committee
• NHQ Archives & Research Center Experience Task Force
• NT/SBA Leadership Team

Assists the NT-SBA with special projects, programs, and initiatives including the following:

• Regular individual and group meetings with Territorial Secretaries for Business Administration.
• NHQ community engagement activities and events with Towngate condominium residents.
• Field promotion of national accountability partnerships and relevant resources.

Serves as coordinator and liaison for Sectional conferences/committees, seminars and special meetings; advises hotels of any changes in plans for attendees; arranges for meals, coffee breaks, lodging, meeting rooms, transportation, all needed equipment and supplies; records pertinent information in accordance with established procedures; prepares correspondence acknowledging the receipt and processing of the same. Serves as the primary contact for attendees, special guests, etc. Conference/committee groups as follows but are not limited to:

Adult Rehabilitation Centers Commission; Audit Committee; Business Administration Conference; Finance Commission; National Risk Management Committee

Receives and compiles the National Agreements List in an accurate and timely manner; if necessary, contacts specific sections/departments for signed contracts. Prints and files each agreement for filing in the Resource Center.

Responsible for distribution of audited financial statements and the national annual report to various organizations, distributes yearbooks for the section, as well as to other agencies.

Building Services (BS)

Maintains department files and resources to support staff members.

Manages online accounts for utility services and payments for Officers Quarters—nine single-family residential parsonages and the NHQ complex, including electric, gas, water, trash, security alarms and lawn service. Process payable through the Finance Department for vendors, suppliers and contractors for Building projects and contracts.

Administer and oversee risk management insurance claims for repairs and damages to NHQ properties, fleet vehicles, and employee workers compensation. Ensure timely and accurate processing, tracking, and resolution of claims to mitigate risks and safeguard organizational assets.

Provides administrative support to the Building Services Department to manage and track electronic property and contract files for National Headquarters, officers’ quarters, and The Salvation Army Moulton Student Center at Asbury College (Wilmore, KY).

Assists with the management of the Property Work Request system by monitoring, assigning, and tracking work orders, maintaining communication with requestors, and confirming satisfactory and timely completion of tasks.

Serves as primary alternate for Building Services Front Desk Receptionist/Switchboard Operator. Answers incoming calls in a courteous and tactful manner; forwarding callers to the appropriate parties within the NHQ or referring callers to the appropriate Salvation Army or other assistance resources in the caller’s local area.

Serves as alternate driver by providing DC area transportation for official Salvation Army personnel and guests in the event primary and secondary drivers are not available.

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

High school diploma or equivalent, and experience in database management and performing like duties and two years’ experience performing a variety of administrative support in an office environment, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

LICENSES AND CERTIFICATIONS:

Valid driver’s license