Office coordinator

Job Summary

Ensures the accomplishment of the various office and secretarial tasks in the most efficient and effective manner possible;

prepares various routine and special reports to keep the Officers abreast of progress; completes all human resources functions for Corps.

Knowledge, Skills, and Abilities :

Prepares, types, and processes correspondence, check requests, audit sheets, forms, invoices, legal documents, notices, bulletins, manuals, etc.

Serves as staff liaison to the local Advisory Organizations; maintains the roster for the local Advisory Organizations; sets up the meeting room for all advisory organization's meetings;

takes, maintains, and distributes meeting minutes as instructed.

Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner;

updates, posts and indexes information and inputs data to maintain office records; research 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.

Receives and responds to questions or problems regarding the office operations; research information in order to provide information or resolve problems in a timely 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.

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.

Participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems;

provides recommendations for improvements and / or enhancements in office productivity.

Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department;

prepares purchase requisitions and orders equipment and any other special items required for the office operations.

Completes all employment action documentation for Corps employees including but not limited to new hire, background checks, E-Verify, classification changes, and separation, FMLA, insurance, and workers compensation.

Prescreens and interviews applicants for prospective employment; assists the Corps Officers with all aspects of the recruitment process as requested by the Corps Officers.

Conducts new hire orientation for new employees; explains policies, procedures, and mission statement to all new employees;

completes and maintains employment files for employees.

Ensures paperwork is submitted to Divisional Headquarters Human Resources for review and approval by the Divisional Finance Board in a timely manner.

Completes and submits paperwork for Christmas Seasonal employees to Divisional Headquarters Human Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.

Maintains ongoing development and promotion of a wide range of volunteer opportunities with The Salvation Army local Corps;

recruits, trains, interviews and screens all volunteers needed to support Corps projects.

Coordinates all volunteer activities and work assignments; reviews written reports and observes work activities of volunteers to evaluate performance;

assists in identifying and recommending changes in assignment of volunteer staff; informs volunteers of policies, procedures, and standards of service.

Prepares and maintains up-to-date records on all volunteers; prepares timely statistical and activity reports on volunteer and corporate and community participation;

prepares annual report regarding the status of the corporate and community relations program.

Coordinates volunteer recruitment for Christmas campaigns; contacts participating mall offices; acknowledges on-site Angel Tree sponsors to ensure they are properly recognized and thanked for their service.

Assigns the work of community service workers and submits paperwork to Adult Probation Services; serves as a liaison to parole officers and completes court-ordered paperwork.

Coordinates, assists with, and participates in special events including Red Kettle, Angel Tree, volunteer appreciation, and other events as assigned;

secures and coordinates outside vendors and volunteers; participates on the day-of event to ensure a smooth flow.

Makes travel arrangements including flights and lodging accommodations for office personnel and / or conference attendees as requested.

Updates 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 other duties as assigned.

Education and Experience :

Associates Degree in Business Administration or related field, or completed certification in office management or administrative assistant,

two years of progressively responsible experience in the performance of human resources, office coordination, or similar,

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

Physical Requirements / Working Conditions :

Ability to meet attendance requirements.

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

Ability to perform routine mathematical computations.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, typewriter, and adding machine.

Ability to work well under the pressure of deadlines.

Ability to follow instructions and work independently with limited supervision.

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 light objects (less than 25 lbs.) 5-10% of work time.

Work is usually 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.

Last updated : 2024-03-23