Administrative Specialist – Operations

JOB SUMMARY:

The Administrative Specialist provides technical and confidential support to help keep the Operations and Communications departments running smoothly. Responsibilities include processing invoices; tracking budgets particularly for the agency of record; managing travel for the Section, including the Charity Miles program and the reconciliation of travel expenses processed through the travel agency; providing hospitality for section guests and committee members, including securing meeting spaces and hotel rooms as needed; tracking and acknowledging donations from NAB members; and ensuring materials for NAB meetings are packed and placed where they are needed. The position also serves as backup receptionist and is backup for the part-time Administrative Specialist as needed.

ESSENTIAL FUNCTIONS: This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. You may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Supports the Director of Operations with administrative tasks, including printing, copying, shipping, travel arrangements, expense reports, etc.

Maintains a dashboard of advisory organization data from the four territories. Implements regular data collection processes and updates tables every quarter.

Reconciles department purchasing credit card and travel credit card, ensuring receipts are received for all transactions and that each is coded appropriately and in a timely manner. Submits coded invoices for payment for a variety of section expenses. Tracks the budgets for the national advertising agency of record and the ARC agency of record.

Tracks NAB member dues using the designated database, issuing reminders to members to ensure timely payments. Tracks NAB member attendance and participation plans for three national meetings per year. Ensures materials for National Advisory Board meetings, such as name tags, placards, signs, and other required materials are at the meeting and in the appropriate location at the designated time.

Creates and routinely updates the NCRD contract database.

Manages the NCRD departmental email box, distributing messages appropriately.

Coordinates the transportation, housing and facilities arrangements for all commissions, committees, and task forces that fall under the responsibilities for the NCRD Department that may meet periodically at NHQ or other locations.

Composes, prepares, types, proofreads, and/or edits a variety of paperwork, including that of a confidential, complex, and/or technical nature with limited supervision and direction, such as correspondence, proposals, agreements, documents, agendas, schedules, etc.; ensure the accuracy, completeness, and timeliness of the same.

Processes applications for use of donated charity airline miles, makes airline reservations and flight changes, communicating with airline service directors to use donated charity miles; communicates by email/telephone with local Salvation Army officers and persons requesting donated charity airline miles to relay flight reservation information, keeps accurate record in online database of donated charity airline miles by airline name. Some emergency requests require a response outside of traditional office hours. Supports other administrative roles in reconciling database with airline reports monthly in preparation for reports submitted to Finance Department. As needed, processes business travel reservations for NCRD Secretary and staff.

OTHER RESPONSIBILITIES:

Assists other section assistants in retrieving, sorting, and delivering sectional mail to the appropriate staff; assists with various bulk-mail activities and thank you letter generation and mailing as needed. Supports advisory organization activity of the department by printing and mailing Standards of Excellence certificates and serving as backup to the part-time administrative specialist, particularly around Echelon program needs.

Ensures all files, including electronic files, are maintained in an organized and efficient manner.

Ensures the NCRD work room is maintained in an organized manner; routinely checks office supplies to ensure the central supply is sustained.

Provides administrative support as requested by members of the NCRD Leadership Team and backup support for other section assistants.

Serves as the backup​ for front desk coverage as needed per the “Front Desk and Mail Room Coverage” NHQ policy. The Receptionist greets, assists, and provides direction and information to clients, visitors, and other guests of the organization and assists callers and visitors by answering questions and directing calls appropriately.

Perform other related work as required.

MATERIALS AND EQUIPMENT USED:

Computer Calculator Copy Machine/Scanner/Printer

Telephone Paper Shredder Printer

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

Associate degree in a business or financial field and four years of related experience;

or

any combination of training and experience that provides the required knowledge, skills, and abilities.

LICENSES AND CERTIFICATIONS:

Valid U.S. Driver’s License

KNOWLEDGE, SKILLS AND ABILITIES:

Proficiency in Microsoft Office, especially using Microsoft Excel to create tables, charts, matrices and graphs.

Strong oral and written communication skills.

Ability to plan, organize, and prioritize tasks to accomplish work in compliance with quality standards and deadlines.

Ability to build and maintain effective and professional relationships with officers and employees at National Headquarters and throughout the territories.

Ability to maintain confidential information.

BENEFITS:

• • Health insurance (Including Dental, Vision & Hearing)
  • Group & Voluntary Term Life Insurance
  • FSA
  • 403(B)
  • Pension plan
  • Paid time off
  • Free lunch
  • Free parking

Ability to read, write, and communicate the English language.