The Salvation Army

Ray and Joan Kroc Corps Community Center

Hawaiian and Pacific Islands Division

Job Description February 5, 2024

POSITION TITLE: Executive Assistant

DEPARTMENT: Ray and Joan Kroc Corps Community Center (RJKCCC)

SUPERVISOR: Administrator/Corps Officers & Center Director

FLSA STATUS: Exempt

CLASSIFICATION: Full Time, Salary

DATE: Feb 5, 2024

GENERAL STATEMENT: The Salvation Army is a branch of the Christian Church, and the ultimate goal of all programs is a spiritual, emotional and physical regeneration of all people.

MISSION STATEMENT: The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the Gospel of Jesus Christ and to meet human needs in His name without discrimination.

KROC CENTER HAWAII VISION: Kroc Center Hawaii will be a dynamic and flourishing gathering place for diverse community; where all are welcomed, inspired and transformed through the love of Christ.

POSITION SUMMARY: The Executive Assistant to the Administrator and Center Director will provide high-level administrative support for company leaders, mainly the Corps Officer/Administrator and Center Director, to ensure they can efficiently accomplish key tasks and company initiatives. He or she will also interview, hire and direct other key administrative staff who provide accounting and other administrative support for the daily operations of the Kroc Center. The Administrative Assistant to the Administrator and CD will have a deep commitment to the mission of The Salvation Army, which will be evident in his or her professional life and the manner in which he or she represents The Salvation Army Ray and Joan Kroc Corps Community Center in the community.

MINIMUM REQUIRED QUALIFICATIONS:

• High school diploma or equivalent.
• 3 to 5 years of proven administrative experience in a large church or corporate setting.
• General business knowledge.
• Proficiency in Microsoft Office Programs including Excel, Word, Outlook, Power Point.
• Excellent oral and written communication skills. Read, write and speak English.
• Strong motivational and management skills.
• Excellent interaction and phone skills.
• Aptitude for learning new systems and software.
• Exceptional organizational skills with attention to detail.
• High degree of professionalism in dealing with diverse groups of people, staff, managers, and community leaders.
• Ability to work with all ethnic and socio-economic populations. Possesses sensitivity and awareness of diverse cultural perspectives and the ability to work with diverse populations.
• Ability to demonstrate good judgement, take initiative, anticipate needs, resourcefulness, flexibility, and ability to maintain the highest level of confidentiality.
• Able to complete various projects and special assignments by understanding objectives, determining priorities, managing time, and problem-solving

PREFERRED EDUCATION AND EXPERIENCE:

• BA in Business Administration or any 4-year degree.
• 5 to 10 years administrative assistant experience in a large church or corporate setting.

ESSENTIAL FUNCTIONS:

1. Serve as the primary contact for the administrative team, greet and establish rapport with employees, clients, and visitors.
2. Act as a conduit for communication between the Executive Leadership Team (ELT) and other constituents.
3. Take initiative, work independently and quickly adapt in a fast-paced environment.
4. Maintain a professional attitude and approach to problem solving.
5. Prepare and edit correspondence, reports, spreadsheets and presentations.
6. Process a Reading file to the Administrator and Center Director and others as designated on a monthly basis.
7. Maintain a bring-up system (Action Items List) and provide to Administrator and Center Director. Will send out routine reminders letters when items are overdue from bring-up system.
8. Process items for CFC Command Finance Council, DPC Divisional Program Council, Advisory Committees, etc. using established protocols (ie. TSAMM).
9. Maintain and distribute the Master Calendar which is a primary communication tool for the Center.
10. Maintain corporate credit card and serve as purchasing agent for online purchasing.
11. Lead special projects (i.e. Spring Cleanup, Communication initiatives, etc.) as directed.
12. Supervise the Administrative Clerk and be the backup for that position as needed. Provide guidance and direction to all other Administrative Assistants and Center Coordinators.
13. Oversee the Kroc Konnection communication tool and schedule/train staff to execute weekly. Ensure timely updates are distributed.
14. Perform some bookkeeping tasks as needed, including preparing receipts for reimbursements and payments.
15. Maintain scheduling of MOD, Manager Meetings and Manager Retreats. Instruct and train managers regarding manager meeting facilitation responsibilities.
16. Maintain an up-to-date contact list (ie. Staff Directory, Exempt Directory) of all managers and key employees and circulate as needed.
17. Maintain an office procedure manual that will ensure that all individuals under your supervision are completing assigned tasks to completion. Will monitor rest and meal breaks according to established procedures.
18. Attend and record minutes at all assigned meetings. Produce and distribute minutes within 3 days of said meeting to all parties involved.
19. Handle confidential material discreetly.
20. Oversee hosting duties for meetings including the preparation and ordering of food and beverages.
21. Oversee the maintenance of calendar for the departmental conference room. This will include but is not limited to developing a schedule and distributing to all parties involved on a monthly basis, all physical arrangements, (room arrangement, menu, snacks, etc).
22. Schedule, maintain and update a calendar of all appointments for the Administrator and Center Director. This includes making any travel and hotel arrangements as required.
23. Ensure agendas are prepared in advance for scheduled meetings including ELT (Executive Leadership Team), Supervisory, Project, Advisory Council, ad hoc committee meetings, etc.
24. Oversee the preparation of requisitions for supplies, floral arrangements and departmental repairs as needed. Maintain and order center Office Supplies.
25. Oversee Administrative areas to include administrative work area assignments and equipment. Update and distribute Administrative parking map.
26. Reserves TSA vehicles for VIP guests as directed.
27. Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
28. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
29. Collect statistical information from various RJKCCC programs. Ensure that statistics are inputted into computer database program and reports generated to DHQ monthly when needed.
30. Prepare and process all reports required for the Annual Divisional review and annual RJKCCC review.
31. Prepare, reconcile, and submit CC-expense reports reimbursements via CARES.
32. Oversee employee break room areas including water bottle supply.
33. Maintain confidential files for all programs, property matters, contracts, social service matters, licenses, etc. This would include but is not limited to: Salvation Army requirements, federal, state, county and city requirements, etc.
34. Assist in the preparation of grant applications, special reports, proposals, etc:
35. Establish and maintain all computer records as directed by the Administrator and Center Director.
36. Assist/Lead special events as assigned. (i.e. Kroctoberfest, A Touch of Christmas, etc.)
37. Serve as a backup for RMS entries - Calendar Reservations Back Up.
38. Execute Employee Birthday Cards-Anniversary Recognition program.
39. Submit and process RFPs and Check Requests - AP Workflow.
40. Prepare Donation Letters and follow up with prospective donors, as requested.
41. Maintain the General and Business Folders on the O Drive.
42. Follow and ensure adherence to The Salvation Army Policies and Procedures.
43. Maintain the Code of Ethics policy, which has been established for the Kroc Center Hawaii.
44. Attend staff meetings and other administrative meetings.
45. Maintain regular and punctual work attendance.
46. Be available to work a flexible schedule including working weekends, evenings, and holidays.
47. Create, promote and maintain a diverse and inclusive environment among staff, community members, and volunteers.
48. Perform all other administrative duties as assigned.

MENTAL DEMANDS:

This job requires the ability to prioritize and organize work assignments and take projects from beginning through completion. Must perform job functions with attention to detail, speed and accuracy. Must work in a fast-paced environment and maintain poise under pressure.

Must be self-motivated and able to maintain a self-directed schedule. Must have a genuine interest and commitment to providing quality service. Must respond to crisis situations in a calm and effective manner and remain calm when resolving problems using good judgment. Must possess the self-discipline necessary to perform repetitive tasks without lowering quality of work. Must be able to work with limited supervision, and work in a team setting with other professionals. Must exercise good judgment and comfortable taking initiative with projects.

Must interact with others with courtesy and tact, with professionalism.

PHYSICAL DEMANDS:

The position requires sitting; climbing and/or balancing; stooping, kneeling, bending, stretching, crouching and/or crawling; standing; walking; manual dexterity and eye-hand coordination; use of vision. Pushing/pulling/lifting/carrying up to 20 pounds without assistance and occasionally more than 20 pounds with assistance.

COMMUNICATION DEMANDS:

The position requires talking to co-workers, clients, vendors; requires written communication to and from co-workers, clients, vendor; talking on the telephone; requires responding to written or verbal requests of co-workers, clients, and vendors; requires training/giving verbal and written instructions; requires receiving verbal and written instructions; requires writing/composing written language; requires reading; requires visiting/working at other worksites; requires communication via the latest technologies. This position also requires basic business etiquette in electronic communication.

The ability to interact with co-workers and the public in a positive, professional manner in conformity with The Salvation Army Mission Statement. The ability to work with people of diverse backgrounds and circumstances.

DESCRIPTION OF WORK ENVIRONMENT:

Most work will be indoors at the Kroc Center Hawaii office in Ewa Beach or at various other locations. Attendance at trainings and conferences may be required.

EQUIPMENT NEEDS:

Equipment used includes general office equipment such as computers, photocopiers, scanners, printers, fax machines, telephone, and 10-key calculator.

CERTIFICATES & LICENSES:

Must have a valid driver's license and insured transportation.

CLEARANCES:

The candidate chosen for this position will be required to pass a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction(s) will be considered.

The information in this job description indicates the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.