Administrative Assistant

Administrative AssistantBASIC PURPOSEThe purpose of this position is to support the Property Department with contract processing, clerical, and data entry. ESSENTIAL DUTIES AND RESPONSIBILITIES1. Maintain the UPKEEP program for DHQ. The UPKEEP program will initially track the maintenance needs for DHQ.2. Aid by answering and returning phone calls as needed for the Property Department creating correspondence and responding to property related questions in a professional manner or refer to appropriate department.3. Assist with handling correspondence and clerical duties regarding processing contracts, leases and other legal documents about property and equipment. 4. Maintain a monitoring system for processing of contracts, payments, and projects.5. Prepares the agenda, organizes, and distributes minutes of the Department Head meetings.6. Assist with communicating with Corps Officers and staff regarding contract specifications and requirements.7. Work directly with vendors and arrange for services as needed.8. Assist with inputting contracts into the THQ legal database and respond as needed.9. Ensure that the clerical and administrative work of the Property Department conforms to Salvation Army policies.10. Prioritize assignments from the Property Manager and recommend new office procedures as appropriate.11. Maintain and order office supplies.12. Processing invoices through AP Workflow, ensuring that all vendors are paid in a timely manner.13. Front Desk back up and relief as and when needed.14. Ensure copy machines (1st floor) remain operational (contact help desk when needed, add toner etc....)15. Maintaining and keep current the inventory for Divisional Headquarters.16. Process Certificate of Insurance requests throughout the year. 17. Type up minutes from Department Head meetings and other correspondences as and when needed. 18. Maintain filing system. 19. Maintain a spreadsheet and record of All property Insurance claims, keeping track of all claims.20. Maintain list/file of recommended contractors. 21. Assist with preparing the annual tax exemption forms for all facilities and quarters throughout the Division. 22. Perform other related duties as assigned. KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS1. Must have a high school diploma and a minimum of 2 years related experience; AA preferred.2. Incumbent must be able to work with minimal supervision; be prepared to encounter a variety of assignments and timelines; be able to take initiative when needed; and be able to maintain confidentiality of sensitive materials and information.3. Must possess excellent written and oral communication skills and be able to draft and edit professional level communications.4. Must be proficient in computer programs such as Microsoft Office (including Word, Excel, PowerPoint, and Publisher) and Outlook electronic mail.5. Must have good organizational skills including multitasking, time management, and office systems (including maintaining files).6. Must demonstrate good judgment and act in a professional manner. We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles'' Fair Chance Initiative for Hiring Ordinance.

Created: 2021-11-29