Administrative Specialist - Personnel and Human Resources

The Administrative Specialist provides administrative support to the office of the National Secretary for Personnel and gives additional administrative support to the Human Resources (HR) Department within the Personnel Section of The Salvation Army National Headquarters (NHQ) in Alexandria, Virginia.

The Salvation Army operates in communities across the United States. We are committed to meeting human needs wherever we can by providing food distribution, disaster relief, rehabilitation centers, anti-human trafficking efforts, housing for homeless, basic needs assistance, children’s programs, and many other programs.

JOB SUMMARY:

The Administrative Specialist (AS) provides administrative attention to the responsibilities associated with the Personnel Section of National Headquarters. The AS manages calendars, meetings, files, records, financial processes, correspondence, database communication and the smooth operation of this office, while providing similar support and assistance to the Human Resources Department within Personnel. The AS also assists with NHQ projects, like events, committees, seasonal activities and services, including some projects for which the AS has responsibility for all logistics.

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.

Manages correspondence for the National Secretary for Personnel, especially the USN Personnel Outlook account. Drafts, forwards (to the NSP), files and/or deletes (redundant) emails as instructed by the NSP.

Organizes electronic and hardcopy files to ensure they are accurate, intuitive, and cleared of dated or otherwise irrelevant content. This may include handling confidential documents with special care.

Prepares other documentation – agendas, calendars, reports, PPT slides, charts, etcetera – as requested.

Ensures that the office has what it needs (supplies, equipment, resources, arrangements) to operate without interruption.

Handles logistics and hospitality arrangements associated with Commissioners’ Conference group meetings for which the NSP acts as liaison. Provides clerical support as needed. Communicate with group members to keep them informed, answer their questions, and relay key information to the NSP and CC team.

Ensures the registration and approval process for the Brengle Holiness Institute runs smoothly and that all parties are informed of all changes in a timely manner.

Manages logistics associated with Christian Leadership Alliance membership and events, including registering members, communicating with CLA, handling financial processes, organizing details of Kindred Sessions, and assisting the National Secretary for Personnel with his/her event planning.

Assists the NSP with aspects of farewelling, welcoming and onboarding NHQ officers.

Serves as an active member and secretary of the Special Events Committee.

Completes special assignments associated with the Christmas season and other special seasons at NHQ. These are subject to change, but typically include: the preparation of cards and gift cards, decorating, some aspects of the staff Christmas party, and organizing NHQ’s Angel Tree.

Provide some clerical support to the National Secretary for Spiritual Life Development (NSSLD) by:

• Tracking monthly statistics for weekly chapel and prayer meetings through the NHQ database
• Ensuring A/V coverage of chapel services
• Updating the chapel schedule; posting a schedule on the Landing, the chapel board, and elevators
• Updating the International Prayer Focus and weekly prayer schedule on the Landing and the chapel board
• Assisting the NSSLD with distributing prayer cards from the weekly prayer meeting.

Processes sectional check requests, vouchers, and payments of invoices/bills for the section, prepares, codes and handles official corporate card receipts and information.

Serves as back up relief for Building Services Front Desk Receptionist/Switchboard Operator. Answers the telephone and takes messages in a courteous and tactful manner; provides information regarding the sections and local Salvation Army assistance and programs.

Maintains accurate and up-to-date human resources files, records, and documentation, including the HR Pictorial Directory and other departmental records.

Responds to frequently asked employee questions regarding policies, benefits, hiring processes, and other human resources matters; escalates complex inquiries to the Human Resources Manager as appropriate

Maintains the integrity, accuracy, and confidentiality of all human resources files, records, and information.

Assists with quarterly new hire onboarding by coordinating schedules with NHQ departments, reserving meeting space, compiling presentations, preparing onboarding materials, and assembling welcome gifts for new employees.

Assists in the planning, coordination, and execution of special events, including organization-wide meetings, employee recognition programs, holiday celebrations, and other staff events.

Coordinates the monthly ordering and distribution of employee birthday cards and gift cards through approved vendors.

Provides administrative and clerical support to the Human Resources Department, including maintaining records, preparing correspondence, and assisting with department projects and initiatives.

Serves as secretary of the Human Resources Advisory Committee (HRAC).

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

High school diploma or G.E.D. 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:

May require valid state driver's license.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of general office practices and procedures.

Knowledge of the English language including proper grammar and punctuation, ability to read, write, and communicate the English language.

Knowledge of effective and efficient record-keeping practices and procedures. Knowledge of Microsoft Word and Excel.

Ability to learn and become proficient in specific computer software. Good organizational and follow through skills.

Ability to maintain an efficient and organized filing system. Ability to answer the telephone in a courteous and tactful manner.

Ability to build and maintain effective and professional relationships with Salvation Army officers and personnel.

Ability to follow instructions, determine the most efficient method to meet deadlines, and work under limited supervision.

Ability to maintain the confidential nature of the work.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

Ability to perform routine mathematical computations.

Ability to accurately type and enter information into a computer.

Ability to sort and accurately file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, computer, copier, facsimile, scanner and calculator.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to employees/officers requiring assistance.

Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

WORKING CONDITIONS:

Work takes place in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt and the like.

The Salvation Army reserves the right to revise the job or to require that different or additional tasks

be performed based on the organization’s need or when circumstances change.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

BENEFITS:

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

Job Type: Full-time

Ability to Commute:

• Alexandria, VA 22314 (Required)

Work Location: In person

Job Type: Full-time

Work Location: In person