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Senior Administrative Assistant

The Salvation Army National Headquarters
3.8 out of 5
The Salvation Army National Headquarters in Alexandria, VA 22314
Full-time

Location

The Salvation Army National Headquarters in Alexandria, VA 22314

Benefits
Pulled from the full job description

  • 403(b)
  • Dental insurance
  • Food provided
  • Free parking
  • Health insurance
  • Life insurance
  • Paid time off

Full job description

JOB SUMMARY:

Maintains department resources to support staff members of the Publications Department for administrative, editorial, production, circulation, fulfillment, and marketing functions. Serves as the executive assistant to the Director of Publications. Broad scope of responsibilities and handling of sensitive materials makes this a pivotal position in keeping the section running smoothly and helping staff members meet publishing deadlines and objectives.

ESSENTIAL FUNCTIONS: This job description should not be interpreted as all-inclusive. It is intended to identify the major 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.

Composes and prepares with limited supervision and direction, correspondence, proposals, agreements, agendas, schedules, reports, and minutes; ensures the accuracy, completeness, and timeliness of the same.

Maintains publications filing, including the organization of all in house publications. Fulfills requests for past editions of Peer and War Cry.

Act as primary custodian of section email inboxes includes drafting messages and replying when appropriate and forwarding to staff members as needed; carefully filing reports, and managing on-going correspondence with key stakeholders, contributors, and clientele.

Maintains and updates database for manuscripts/contributors using software database, circulates and records submissions and tracks submissions and other content in software. Generates correspondence from software to communicate with contributors.

Serve as liaison to other National Headquarters departments. Responsibilities to include fielding graphic & multi-media requests, coordinating requested projects with section co-workers, and serving on NHQ ad hoc groups.

Processes for National Business Council review using TSAMM proposals, bids, agreements, contracts, and requests for expenditures.

Prepares, maintains, and submits various sectional invoices and check requests for further processing,

codes, copies, inputs into the computer, mails out, and files; provides various report print outs for the section and finance department. Assists Director of Publications with submission of receipts for department credit card.

Creates and maintains central filing system (both hard copy and digital) for Publications Section for thorough and rapid access.

Works with Production Coordinator to maintain internal calendar for Publications staff, updating information on events, staff schedules, important dates, and key reoccurring projects.

Coordinates and schedules internal and external meetings, including face-to-face and teleconferences.

Facilitates and records minutes for Publications leadership meetings, creates and distributes key reports from meetings.

Maintains supplies for department, places orders for same. Monitors inventory of supplies for periodic replenishment.

Distributes copies of publications (War Cry, Peer, Crest Books, Word & Deed) to headquarters staff and sends complementary copies of publications to contributors.

Monitors, maintains service contracts for section copier and color printer; orders supplies for same to keep equipment functioning continuously. Arranges for service as needed.

Handles (receives, sends, distributes) mail for the Section daily. Sends out packages, etc. as needed. Sends color proofs and related material to printer via overnight delivery to meet deadlines.

Records reader responses and surveys in database as necessary. Generates reports from data.

Proofreads pages for War Cry, Peer Magazine, and other publishing projects as assigned.

Coordinates Literary and other conferences for the section, to include, but not limited to, financial tracking, registration, travel, and accommodation arrangements, coordinates collateral materials, arranges for facilities, and handles communications with same, serves as the primary contact for delegates, special guests, etc., creates summary reports on financial tracking, critiques, works with Finance to validate all costs and billing.

Works with Editorial Assistant to fulfill (receives, packages, mails) orders for Crest Books, Word & Deed, and arranges with Finance Department for invoicing and accounts receivable reports.

Accepts orders for books from trade departments and other book vendors; prepares books for shipment and delivers to mail room for shipment; prepares appropriate billing for these orders.

Coordinates with Operations Coordinator to maintains memberships in associations for the department, arranges for payment of dues and licenses for same.

Monitors licensing and subscriptions for magazines and software and arranges for payment of renewals, fee, etc.

Submits materials, including content for contests, biographies, to conferences and events such as the writer’s conferences.

Handles advanced issue mailings of The War Cry and Peer to contributors and selected audience as directed by Editorial Director. Sends special orders of The War Cry for non-Army agencies and organizations as directed and maintains sufficient supply of interoffice copies of same.

Supports the Circulation and Fulfillment processes of the department by ensuring the effective flow of communications between the public, Salvation Army units and the Publications Section/circulation personnel/vendors, by fielding, for example, orders for additional or replacement copies of “The War Cry” and “Peer” as instructed.

Handles special sectional mailings.

Answers telephone in a courteous, tactful, and professional manner; researches, resolves, and responds to inquiries received.

Works with Operations Coordinator to coordinate and monitor the National Publications special projects; to include but not limited to conference mailings.

Coordinates and handles sectional staff scheduling, approval, registration and payment for seminars and educational classes.

Makes work–related travel arrangements for Director of Publications and section staff as directed; maintains travel/itinerary for the Director of Publications.

Works directly with hotel conference coordinator to arrange hotel and room accommodations, room reservations, needed equipment and requests/needs of conference attendees and visitors to the Publications Department.

Conducts internet research relating to section projects/contributors/network. This includes author and interviewee contact information, facts related to stories to be published, potential vendors, and travel arrangements.

Works directly with Gruver Company, Inc. in obtaining best price for yearly War Cry binding; responsible for collation, grouping and mailing to Gruver for binding; assures same is completed.

As assistant to the Director of Publications, helps coordinate calendar and meeting requests. Assists Director of Publications with email correspondence.

OTHER RESPONSIBILITIES:

Handles distribution of The War Cry guidelines, and bound volume orders.

Maintains and updates section’s telephone database.

Coordinates sectional staff meetings and luncheons (internal and external); gathers material/items for agenda; types agenda.

Responsible for ordering sectional supplies for (including toners, business cards, special orders, etc.), The War Cry, Peer, and Crest Books for Publications section; keeps inventory of same.

Maintains computerized contributors and contact list for The War Cry.

Updates Disposition of Forces.

Performs sectional filing.

Performs other related work as required.

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.

MATERIALS AND EQUIPMENT USED:

Macintosh Computer/printer Photocopy Machine Scanner

Calculator Fax Machine

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

Minimum of associates of arts degree or equivalent training,

and

four years’ experience performing a wide variety of progressively responsible administrative and technical support work, including support functions for multi-person office/department.

or

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

LICENSES AND CERTIFICATIONS:

none

KNOWLEDGE, SKILLS AND ABILITIES:

Ability and willingness to learn to use the Adobe Creative Suite.

Knowledge of general office practices and procedures.

Good working knowledge of the English language including proper grammar and punctuation.

Working knowledge of required computer software; ability to learn new software when needed.

Knowledge of effective and efficient recordkeeping practices and procedures.

Knowledge of basic mathematics.

Knowledge of basic research skills.

Good organizational and follow through skills.

Ability to follow instructions and work independently with limited supervision.

Ability to determine the most effective and efficient method to accomplish work objectives and goals.

Ability to learn the broad scope of sectional operations and services.

Ability to plan, organize, and prioritize work to ensure compliance with established deadlines.

Ability to work well under the pressure of deadlines.

Ability to obtain and maintain a professional working relationship with outside vendors and other contacts.

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, tactful, and professional manner.

Ability to maintain the confidential nature of the work.

Ability to work independently and as a team.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

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

Ability to perform routine mathematical computations.

Ability to type and input information into a computer.

Ability to maintain computer databases.

Knowledge of Microsoft Word, Excel, database software, internet, and e-mail.

Ability and willingness to learn new software.

Ability to sort and file documents alphabetically and numerically.

Ability to operate the various general office equipment.

Ability to plan, organize, and prioritize work to perform work in compliance with quality standards and deadlines.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to other NHQ staff requiring assistance.

Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.

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/carting objects (less than 50 lbs.) 5-10% of work time.

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 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.

BENEFITS

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

Job Type: Full-time

Schedule:

  • Monday to Friday

Ability to Relocate:

  • Alexandria, VA 22314: Relocate before starting work (Required)

Work Location: In person