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The Salvation Army Southern California · 2 months ago

Administrative Assistant -11-330 SC/ CIS Ventura

Los Angeles, CA

Full-time

Onsite

Entry Level

2+ years exp

The Salvation Army Southern California is an evangelical part of the universal Christian church, dedicated to meeting human needs. The Administrative Assistant is responsible for providing administrative support to the Program Coordinator, managing documentation, and ensuring a welcoming office environment.

Non-profit Organization Management

Responsibilities

Conserves the SSVF Coordinator and Program Manager time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications

Collaborate with the Intake Specialist (Los Angeles) to prepare and present Santa Barbara/Ventura (SBV) enrollments

Consolidate SBV DATA and submit monthly report to the Intake Specialist (Los Angeles)

Track and collaborate with the Administrative Finance Specialist (Los Angeles) and Divisional Headquarters Finance with all Temporary Financial Assistant checks

Track and collaborate with the Administrative Finance Specialist with Outstanding checks and Returned checks

Input DATA in the Homeless Management Information System (HMIS) in Santa Barbara and Ventura. Generate 'Program roster' reports

Acquire access to Property Shark, TIN Check, U.S. Bank, and Shelby systems to assist case managers and the SSVF Coordinator

Maintains the SSVF Coordinator’s company credit card by filing and submitting program charges made to LYFT, INSTACART, Amazon and other required program supportive services

Assists in the development of presentations using PowerPoint and Excel

Conduct program presentation for the Supportive Services for Veteran Families (SSVF) and Homeless Veteran Reintegration Program (HVRP) to community providers, Shelters, and GPD programs

Gain knowledge of veteran programs within The Salvation Army and maximize the ability to collaborate with the programs to provide temporary housing for veterans

Collaborate with the Administrative Assistant in Los Angeles to ensure all policies & procedures are consistent across all counties

Conduct sites visits between Ventura and Santa Barbara offices. Establish a schedule for covering both sites

Maintains staff confidence and protects operations by keeping information confidential

Completes administrative duties as needed including tracking required annual training, new employee employment verifications, new employee orientation, office equipment, program supplies, and other administrative tracking reports

Prepares bi-weekly reports of any outstanding program training or employee training to the Director

Secures information by completing database backups

Prepare and complete Time & Activity sheets for all employees in Santa Barbara and Ventura sites

Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies

Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventory; evaluating new equipment and techniques

Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries

Maintains professional and technical knowledge by attending educational workshops; and reviewing professional publications

Maintain a level of professional and technical knowledge of the SSVF Program and understand the complexity of authorized expenditures

Contributes to team effort by accomplishing related results as needed

Qualification

Microsoft Office SkillsOrganizational SkillsProject ManagementWritten CommunicationVerbal CommunicationTravel LogisticsData EntryTeam CollaborationAttention to DetailTime Management