Administrative Assistant - 13-030 - SC/ El CajonThe Salvation Army USA

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.

Position Summary

The Administrative Assistant provides comprehensive administrative, financial, programmatic, and operational support to the Corps Officers and the El Cajon Corps. This position is responsible for office administration, accounts receivable support, financial recordkeeping, property and client account administration, event coordination, and assistance with ministry and community programs. The Administrative Assistant helps ensure the efficient day-to-day operation of the Corps while maintaining compliance with Salvation Army policies and procedures.

Essential Functions

Financial Administration

• Process, code, reconcile, and maintain invoices, receipts, deposits, and financial records.
• Prepare and make bank deposits as directed by corps leadership.
• Monitor and process payments received from programs, contracts, and client services.
• Reconcile account statements and maintain accurate financial documentation.
• Prepare reports and documentation necessary to support audits, grants, and financial reviews.
• Maintain confidentiality and security of financial information.
• Assist with grant-related documentation and financial tracking requirements.

Program and Ministry Support

• Provide administrative support for corps programs and ministries, including but not limited to:
• Worship and church activities
• Women's Ministries
• Youth & Music Programs
• Community outreach initiatives
• Assist with program registrations, communications, records, and reporting.
• Support seasonal campaigns and fundraising efforts, including kettle program coordination and donation tracking, Angel Tree program, Summer Camp registration and Back-to-School events.

Office Administration

• Manage daily office operations and administrative workflow.
• Prepare correspondence, forms, reports, and related documentation.
• Answer phones, respond to inquiries, and provide professional customer service to clients, volunteers, donors, and community partners.
• Maintain organized electronic and physical filing systems.
• Ensure invoices and supporting documentation are submitted accurately and on schedule.

Event and Operational Support

• Assist with planning, coordinating, and implementing special events and corps activities.
• Coordinate logistics, communications, schedules, and event-related documentation.
• Support corps officers in communicating organizational goals, initiatives, and operational priorities.
• Provide supervisory support to staff or volunteers, as assigned by corps leadership.

Compliance and Risk Management

• Maintain compliance with Salvation Army policies, procedures, and employment practices.
• Adhere to Protect the Mission requirements and all applicable organizational standards.
• Assist with maintaining records and documentation required for regulatory and organizational compliance.

Working Conditions

• Work is performed in both office and program settings, with exposure to interruptions, noise, multiple deadlines, and frequent interaction with diverse groups of people.
• Requires extended periods of sitting at a computer and telephone, as well as physical activity including walking, standing, bending, stooping, squatting, twisting, kneeling, pushing, and pulling.
• Must be able to lift and carry up to 25 lbs. occasionally.
• Specific vision abilities required include close and distance vision.
• Must be able to work independently with minimal supervision in a fast-paced, frequently changing environment.
• Requires strong interpersonal and customer service skills, including the ability to work collaboratively, accept feedback, and maintain confidentiality.
• Position requires the ability to operate a motor vehicle (automobile or passenger van).

Minimum Qualifications

• Training or experience in office administration, bookkeeping, accounting, business administration, or a related field preferred.
• Experience with financial recordkeeping, billing, accounts receivable, or administrative support preferred.
• Experience working in a nonprofit, church, social service, or community-based environment is desirable.
• Must possess a California Class C (or better) driver’s license.

Skills, Knowledge, and Abilities

• Strong organizational and time-management skills.
• Ability to prioritize multiple assignments and meet deadlines.
• Proficiency in Microsoft Office applications and standard office technology.
• Strong verbal and written communication skills.
• Ability to maintain accurate financial records and documentation.
• Professional, courteous, and service-oriented approach when interacting with clients, staff, volunteers, and community members.
• Ability to work independently while exercising good judgment and discretion.
• Ability to learn new systems and procedures quickly.
• Commitment to maintaining confidentiality.