Document Management & Administrative Clerk

This position helps to maintain the Resource Center Xerox DocuShare Electronic Document Management System and performs routine clerical duties for the Resource Center and the Building Services department as needed. Serves as primary back up for Building Services Front Desk Receptionist/Switchboard Operator. Answers telephone, manages building access for visitors and guests and takes messages in a courteous and tactful manner; provides information regarding the sections.

JOB SUMMARY:

Responsible for the scanning and importing of all Resource Center minutes and correspondence into existing electronic files within the Xerox DocuShare electronic document management system; works with the Assistant National Chief Secretary to help maintain the confidentiality of and safeguard and digitalization of all documents entrusted to the care of the Resource Center; helps to maintain the data integrity of the Xerox DocuShare document management system; performs data entry, document and data importation; performs a variety of routineclerical work including typing, scanning, filing, retrieving, and photocopying of documents related to maintaining official national records and documents.

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

Serves as the electronic document management scanner and importer of all Resource Center case files. Assists the Assistant National Chief Secretary by providing accurate and complete information to questions regarding the digitization of Resource Center documents; attempts to resolve all concerns related to the Xerox DocuShare system in a calm, courteous, and tactful manner always informing the Assistant National Chief Secretary of any issues and requesting assistance if needed.

Retrieves, Scans and imports all Resource Center case files to include but not limited to:

· Scans and imports new correspondence/Commissioners’ Conference minutes adding new documents

to cases previously scanned in Xerox DocuShare.

· Maintains order of correspondence/Commissioners’ Conference minutes and correspondence in all files with most recent documents first.

· Scans files into the National Headquarters J-drive RCscan folder.

· Imports files from the RCscan folder into Xerox DocuShare using Xerox QuickCapture Pro 6.

· Checks Xerox DocuShare for data integrity of each imported case file.

· Deletes document from the J-drive RCscan folder once the file correctly appears in Xerox DocuShare.

·

Performs routine filing and retrieving of a variety of correspondence, forms, records, reports, and other resources.

· Ensures the files are maintained in an organized and efficient manner in compliance with Resource Center procedures throughout the digitalization process.

Serves as primary back up for Building Services Front Desk Receptionist/Switchboard Operator. Answers telephone and takes messages in a courteous and tactful manner; controls secure building access and sign-in of official visitors and guests.

Provides administrative support to the Building Services Department to manage and track electronic property and contract files for nine residential properties, the National Headquarters Complex and the Asbury University Student Center in Wilmore, KY.

Process payables through the Finance Department for vendors, suppliers and contractors for Building projects and contracts.

Process and track insurance claims for repairs and damages to NHQ properties and fleet vehicles.

Ability to assist in coordinating multiple processes, approvals, and schedules in proper sequence to provide timely completion of tasks and projects.

Primary backup for the Mailroom Operator, to provide shipping and receiving during periods of the Mailroom Operators’ absence. Mail pickup and processing requires two individuals, so daily travel to Post Office or other local locations requiring secure courier of financial instruments or sensitive materials. Back up for Mailroom, as needed.

OTHER RESPONSIBILITIES:

Updates instructions and procedures that directly relate to job responsibilities under the supervision of the Assistant National Chief Secretary.

Performs special projects as assigned.

Performs other related work as requested and required.

MATERIALS AND EQUIPMENT USED:

Computer Photocopier Scanner Postage meter and scales company vehicles

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

High school diploma or equivalent,

and

experience in database management and performing like duties,

or

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

LICENSES AND CERTIFICATIONS:

Drives License (driving record search will be required).

KNOWLEDGE, SKILLS AND ABILITIES:

Ability to plan, organize, and prioritize to accomplish work in compliance with quality standards, specifications, and goals and to work under limited supervision.

Ability to answer the telephone in a courteous and tactful manner and at times deal appropriately with complaints and inquiries from across the country.

Ability to follow both verbal and written instructions.

Ability to maintain the confidential nature of the work.

Ability to manage and maintain databases, spreadsheets and process flow management.

Ability to meet goals on a monthly basis.

Knowledge of the English language including proper grammar and punctuation.

Ability to learn and become proficient in specific computer software.

Ability to interact well with officers and employees at National Headquarters.

Knowledge of filing systems and efficient record-keeping practices and procedures.

Good working knowledge of Xerox DocuShare and QuickCapture Pro 6.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

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

Ability to type and input information into a computer.

Ability to perform repetitive and detailed work.

Ability to accurately sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a computer, scanner and photocopier.

Duties are performed standing and sitting.

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.

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:

• 403(b)
• Dental insurance
• Health insurance
• Vision insurance
• Hearing Insurance
• Life insurance
• Paid time off
• Free lunch
• Free parking

Job Type: Full-time

Ability to Commute:

• Alexandria, VA 22314 (Required)

Work Location: In person