Senior Administrative Specialist - Alexandria, United States - The Salvation Army National Headquarters

Description

This position performs a variety of complex/technical and often confidential administrative support work and functions and ensures the office runs smoothly when the Executive Secretary is absent.

JOB SUMMARY:

Performs a variety of complex/technical and often confidential administrative data analysis work and functions with a broad scope of responsibilities necessary for the smooth operation of the section. Compiles and extracts data and prepares technical reports and spreadsheets. Analyzes data for external partners and assesses trends for future improvements. Prepares data and statistical information for media reports, territories, committees, and in house. Prepares fundraising reports for large datasets using Microsoft Excel and Power BI. Collects and analyzes four NSS reports, compressing for the National Annual Report. Processes and tracks sectional invoices to ensure timely payments. Arranges and coordinates meetings for CRD Commission-reporting committees and task forces. Tracks and reconciles budgets. Answers telephone and responds to inquiries regarding sectional operations and services. Tracks donations from NAB members and prepares appropriate donor invoice and acknowledgement correspondence. Ensures section runs smoothly when Executive Secretary is absent. Maintains the NCRD email boxes, as well as conference email boxes during major conferences.

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.

• Provides day-to-day administrative support for a wide variety of functions and complex situations according to established standards and guidelines to the National Community Relations and Development Secretary, staff and section directors.
• Collects Christmas income and activity reports from all territories on a weekly basis. Checks for non-conformity or significant deviation from past years. Organizes, interprets and analyzes data using statistical techniques to determine trends to produce weekly reports throughout the season. Analysis is presented through graphs, charts, tables and descriptive text for our Corporate Partners as well as for the territories and our in-house staff. Prepares, at the end of the season, final kettle reports which include a one-year and five-year comparison report by territory, nationally and by state for our major corporate partners (Wal-Mart, Kroger, JC Penney, etc.) Complies and publishes on an annual basis all income and activity reports, service reports, online fundraising reports, in-kind donations, Angel Tree and statistical analysis related to Christmas fundraising program by territories and divisions. Other Christmas reports prepared are for online fundraising, in-kind donations and Angel Tree.
• Work in coordination with the digital fundraising team for finalizing digital fundraising reports, checking for accuracy, cleaning and analyzing on a quarterly and annual basis. Produces one-year and five-year comparison reports by territory and nationally.
• Collects, combines and analyzes National Statistical System information from the four territories, checking for and resolving discrepancies with territorial statisticians, clarifying figures and producing an accurate end result for the National Annual Report. Produces a one-year and five-year social services and spiritual program report by territory and nationally. Collects and analyzes data throughout the year for use in grant applications, media releases, joint venture partnerships and various presentations.
• Supports the Operations and Project Management Director in creating and maintaining a dashboard of statistics regarding advisory organizations throughout the four territories. Implements regular data collection processes and updates tables on a quarterly basis.
• Responsible for correct coding and processing of all sectional invoices. Manages and tracks the budgets for the national advertising agency of record, the ARC agency of record, National Kettle Kick-Off, and NCRD and NAB conferences. Maintains and updates the NCRD contract database on a regular basis.
• Provide day to day information gathering and reports for daily meetings and presentations to clients and institutional bodies.
• Supports the NCRD Secretary, Operations and Project Management Director, and contractor vendors for the NCRD conferences and National Advisory Board meetings in setting up and maintaining the conference registration database for delegates, sponsors and exhibitors; producing periodic registration reports and distributing registration materials to all delegates; and completing all final reports. Sets up database(s) to track workshops or other conference details. Prepares budgets and expense reports for meetings and conference calls. Provides on-site logistic support for National Advisory Board meetings and large conferences.
• Updates and maintains records, databases, lists, etc. in an accurate, complete, and timely manner; updates, indexes information, and inputs data into the computer to maintain the same; researches files to locate specific information found in documents, correspondence, lists, forms, etc. for completion of assigned tasks.
• Coordinates information and arrangements (travel, transportation, lodging and meeting facilities) for all national committees and commissions hosted at NHQ by the Community Relations Section, to include Community Relations and Development Commission, and any subordinate committees, task groups.
• Regularly updates the staff orientation manual for new NCRD employees.
• Answers and makes telephone calls in a professional, courteous, and tactful manner; schedules appointments; greets and assists employees and people from outside The Salvation Army as needed; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints/concerns in a calm, courteous, and tactful manner.
• 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.; ensures the accuracy, completeness, and timeliness of the same.
• May serve as a lead worker to other sectional Administrative Assistants; trains and instructs in methods and procedures; assigns and monitors work in progress and upon completion informs Operations and Project Management Director of any issues with the quality or production of work.

OTHER RESPONSIBILITIES:

• Assists other section assistants as needed to ensure sectional mail is retrieved, sorted, and delivered to the appropriate staff; assists with various bulk-mail activities.
• Develops and maintains a filing system of a variety of correspondence, forms, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information.
• Ensures all files including electronic are maintained in an organized and efficient manner.
• In the absence of the Executive Secretary, ensures the office runs smoothly and the secretarial work of the other sectional administrative assistants is completed; reports to Operations and Project Management Director any problems with quality or production of the work.
• Serves as the backup​ for front desk coverage as needed per the Front Desk and Mail Room Coverage policy. The Receptionist will greet, assist, and provide direction and information to clients, visitors, and other guests of the organization and provide assistance to callers and visitors by answering questions and directing calls appropriately.
• Performs other related work as required.

MATERIALS AND EQUIPMENT USED:

Computer Calculator Telephone

Photocopy Machine Paper Shredder Printer

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

Associates Degree in a science, IT, business or financial field,

and

four years experience performing a variety of progressively responsible administrative and technical support work characteristic/unique to the NCRD section's purpose;

or

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

LICENSES AND CERTIFICATIONS:

Valid Drivers License

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of general office practices and procedures.
• Knowledge of effective and efficient record keeping practices and procedures.
• Knowledge of data analysis methodologies.
• Knowledge of accepted practices and techniques involved in report preparation, record keeping, public relations, interpersonal relations, and business communications both oral and written.
• Good working knowledge of and an ability to work efficiently inMicrosoft Office; advanced experience in Excel and Access preferred; ability to create tables, charts, matrix and graphs in required software.
• Ability to interpret data, analyze results using statistical techniques and provide ongoing reports
• Ability to identify, analyze and interpret trends or patterns in complex data sets with the purpose of understanding or making conclusions from the data for decision making purposes using statistical tools like Microsoft Excel, Access, SPSS and others.
• Ability to present data in charts, graphs, tables and other presentation formats.
• Ability to learn the broad scope of section operations and services in order to serve as an information resource and to provide assistance in a timely and effective manner.
• Ability to gather, compile, and assemble information into a final product for letters, records, reports, etc.
• Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards and deadlines.
• Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision.
• Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner.
• Ability to build and maintain effective and professional relationships with officers and employees at National Headquarters and throughout the territories.
• Ability to maintain the confidential nature of the section.
• Ability to serve as a lead worker to other sectional administrative assistants including assigning, instructing, and monitoring the work for accuracy and completeness.

MENTAL AND PHYSICAL ABILITIES:

• Ability to meet attendance requirements.
• Ability to read, write, and communicate the English language.
• Ability to enter and extract information into/out of a computer.
• Ability to sort and file documents alphabetically and numerically.
• Ability to operate various general office equipment including a telephone, computer, and calculator.
• Good working knowledge of various content management systems, especially those used at NHQ
• Demonstrated ability to appropriately post and remove content to be displayed on the various NHQ web sites.
• Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.
• Ability to work well under the pressure of deadlines.
• Ability to follow instructions and work independently with limited supervision.
• Ability to simultaneously work on multiple projects effectively and efficiently without becoming frustrated or disorganized.
• Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.
• Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

WORKING CONDITIONS:

Work is performed 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. May travel up to 4 times per year.

The Salvation Army reserves the right to reassign, 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.

STATEMENT OF PURPOSE:

The purpose of a job description is to outline the essential functions unique to a particular job within a specific section/section. Job descriptions are used to recruit, train, and evaluate employees.