Performs a variety of clerical and secretarial work necessary for the smooth operation of the camp office; Processes a variety of routine paperwork necessary for office operations; files and records information; answers the telephone and provides general information regarding the office operations and/or services; processing incoming/outgoing mail; collects and processes fees for camp bookings.
ESSENTIAL FUNCTIONS: This position summary should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this position summary.
Prepares, types, and processes correspondence, proposals, contracts, agreements, statistics, check requests, forms, invoices, notices, bulletin, agendas, schedules, etc.; ensures the accuracy, completeness, and timeliness of the same;
Prepares and maintains office records, reports, calendars, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain office records; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports;
Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct; Answers telephone in a courteous and tactful manner; greets and assists Camp visitors and vendors; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner; Receives, sorts, collates and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail;
Processes camp fees and canteen billings; receives, sorts, and records incoming checks; inputs data into the computer; prepares deposits and/or submits checks for further processing in a timely manner; maintains the accountability and security of checks;
Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner;
Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents;
Distributes information regarding Salvation Army Camp services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same; Processes invoices for payment; types requisitions and check requests; receives and processes checks to pay bills; maintains appropriate back-up paperwork in files and ensures that payments are made in an accurate and timely manner.
Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; orders equipment and any other special items required for the office operations including supplies for the photocopy machine; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible;
Prepares service requests for office machine and computer repairs;
Coordinates arrangements for routine meetings; ensures that meeting rooms are properly set-up and cleaned before and after meetings; prepares food and drink as necessary;
Updates the Disposition of Forces (Dispo), Minute Book, and/or departmental manuals to reflect any changes as they occur; ensures that the same is maintained and updated in an accurate, complete, and timely manner;
Performs daily and monthly back-ups of computer data; ensures that all computer data is backed-up as a safety precaution;
Participate enthusiastically as a member of the camp staff team to deliver and supervise evening programs, special events, overnights and other all-camp activities and camp functions;
Sit with camper tables during meals and serve as a table monitor when needed;
Keep personal living quarters neat, clean and ready for inspection;
Be available to participate and assist with camp programs and activities as directed by the Camp Director.
MATERIALS AND EQUIPMENT USED:
Knowledge of general office practices and procedures;
Knowledge of effective and efficient record-keeping and bookkeeping practices and procedures;
Knowledge of the English language including proper grammar and punctuation;
Knowledge of basic mathematics;
Ability to learn and become proficient in specific computer software;
Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner;
Ability to answer the telephone in a courteous and tactful manner;
Ability to maintain the confidential nature of the work;
Ability to follow instructions, plan and organize work, and work under limited supervision.
MENTAL AND PHYSICAL ABILITIES:
Ability to communicate and work with groups participating (age and skill levels) and provide necessary instruction to campers and staff;
Ability to observe camper and staff behavior, assess its appropriateness, enforce appropriate safety regulations and emergency procedures, and apply appropriate behavior-management techniques;
Visual and auditory ability to identify and respond to environmental and other hazards related to the activity;
Physical ability to respond appropriately to situations requiring first aid; Must be able to assist campers in an emergency (fire, evacuation, illness, or injury) and possess strength and endurance required to maintain constant supervision of campers;
Ability to meet attendance requirements;
Ability to read, write, and communicate the English language;
Ability to perform routine mathematical computations;
Ability to transcribe dictation and type;
Ability to keypunch information into a computer;
Ability to sort and file documents alphabetically and numerically;
Ability to operate various general office equipment including a telephone, typewriter, computer, and adding machine;
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.
Some physical requirements of the Office Manager position could be endurance including climbing, standing, some bending, stooping, and stretching. Eye-hand coordination and manual dexterity to manipulate office equipment and activities are required. Requires normal range of hearing and eyesight to record, prepare, and communicate appropriate camper activities/programs and the ability to lift up to 50 lbs. Have a willingness to live in a camp setting and work irregular hours delivering a program in the facility available. Operate with daily exposure to the sun and heat and varying environmental conditions.
Two years’ experience performing clerical work in a social services environment preferred, OR any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
LICENSES AND CERTIFICATIONS:
CPR and First Aid Certification
Must be willing to commit to the following dates: June 7 - August 7, 2012
Must be 18 or older.
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.
To apply, please complete our on-line application using the apply button at the bottom of this posting.
An Equal Opportunity Employer
The Salvation Army - 10 months ago
Battling to provide social services, The Salvation Army is more than 4 million strong -- including some 3.4 million registered volunteers....