Executive Secretary_NE-ALM_101-Administration

Location: The Salvation Army – Alabama, Louisiana, Mississippi

Position Title: Executive Secretary

Pay Rate: $20.00/hr.

Schedule: Monday – Thursday 8:30 – 4:30. Full Time

About this opportunity:

• Manages and oversees the administrative functions of the office to ensure effective and timely workflow processes.

Responsibilities include:

• Acts as information expert on all administrative functions of the office  in order to relieve the Divisional Youth Secretary of administrative details and tasking of the office.
• performs advanced, complex, and often confidential administrative office work with a broad scope of responsibilities.
• prepares advanced and technical reports and spreadsheets from start to finish.
• evaluates office procedures and processes to ensure proper and efficient operation.
• manages communication into and out of the department; coordinates information and arrangements for conferences, camps and meetings.
• responds to inquiries regarding departmental operations, USDA (United States Department of Agriculture) and ACA (American Camp Association) camp requirements and ensures the office runs smoothly while the supervisor is absent.
• Manages and oversees the administrative functions of the office to ensure effective and timely workflow processes; evaluates office procedures and processes to ensure proper and efficient operations; makes changes to or suggests modifications as appropriate.

• Manages all modes of communication into and out of the office; handles routine to complex issues, ensuring that only those requiring authorization, input, and/or approval are funneled through the Divisional Youth Secretary.

• Assists the Divisional Youth Secretary with the preparation of DFB meeting items, annual projections, candidate recommendations, budgets, and goals, employee meetings, officer training seminars, assigned councils, conferences, and special events, farewell briefs, etc. as requested.

• Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction, and often in the absence of the supervisor, such as correspondence, flyers and publications for Youth Department use and circulation, proposals, contracts, agreements, resolutions, programs, newsletters,  agendas, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same; creates and maintains macros and/or databases to increase office efficiency.
•  
• Acts as information expert on all functions of the Youth department; responds to requests for services, answers questions, fields complaints in a timely and efficient manner.

• Serves as the USDA requirement expert for camp; adheres to necessary training and credentialing programs to maintain awareness of state and local regulations; performs and/or participates in on-site evaluations and implements corrections to adhere to all standards; notifies the supervisor of infractions; organizes documentation of visits, responses and outcomes.

• Performs a variety of administrative work associated with candidates’ acceptance; processes correspondence and special documents; maintains awareness of deadlines and follows-up on outstanding items when needed; ensures the accuracy and completeness of the same before submitting for approval and signatures.

• Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.

• Serves as a liaison and administrative expert for other departments, the field, other divisions, and Territorial Headquarters seeking information or services from the Divisional Youth Secretary; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.

• Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and enters data into the computer to maintain records; researches files to locate specific information found in documents, correspondence, lists, forms, etc.

• Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.

• Answers telephone in a courteous and tactful manner; schedules appointments, meetings and candidate testing; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services.

• Receives, procures, opens 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.

• Maintains all permanent camp staff member information; ensure the completeness and accuracy of each staff members’ packet.  Assists the DYS in hiring process of all camp staff; accesses the Territorial background check database to manage applicants’ paperwork and submit background check requests.  

• Works with DCED in the handling of Corps Cadet lessons and reports.

• Prepares and maintains accurate records, lists, logs, and reports for the Corps Cadet programs; assists in grading lessons as needed; reviews curriculum for promotion ideas; prepares resources for same.

• Travels to/from camp to meet with staff and review required paperwork for completion.

• Processes paperwork/applications required for camp License with the Department of Health; maintains awareness of, completes required documentation, and assists with ensuring ACA compliance by observing and monitoring camp processes, procedures, programming, staffing and other required standards; assists Camp Caretaker to obtain inspections required by the Department of Health.

• Assists with preparation and compiling of the Camp Staff Brief for summer staff orientation.

• Assists the DYS with the preparation, review and storage of application packets for local ministry-related positions for DFB approval.  Processes application and submits required documents for THQ approval.  Generates, prepares and/or submits related reports as required.

Event Planning/Processing Duties (30%)

• Manages calendar for divisional events, invitations, camps, conferences, meetings, visits, etc. requiring participation of or input from the Divisional Youth Secretary, such as summer camp and Youth Councils.

• Coordinates and processes a wide range of administrative responsibilities associated with the preparation and administration of conferences, councils, camps, luncheons, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; secures supply items for each session of every event and ensures supplies are purchased ahead of time and on hand when needed.

• Attends camps, councils or other events to provide administrative support and to ensure that arrangements and documentation are in order before, during and after the event; organizes, monitors and coordinates special artistic displays and programs to include scheduling, timing, equipment needs and transitions; ensures seat cards and attendant gifts are set purchased and set up as instructed; prepares graduation certificates and awards.

• Leads or oversees any event sessions or breaks; ensures break rooms are set up and ready; secures snacks and ensures they are set up on time and in the proper places; coordinates all meals for events held at camp.

• Attends to Special Guest needs or notifies management of issues or needs that cannot be addressed in a timely manner or without assistance.

• Remains on-site and available to assist with any tasks needed from staff, volunteers, or attendees; supports officers with any details they need support with; works closely with management to handle unexpected challenges that arise and addressing last minute changes.

• Assists with set up, breakdown, and clean-up of event logistics; assists with table decorations, event displays, and other tasks as required/requested to ensure the success of divisional events; ensures all event supplies are accounted for and returned to storage.
•  
• Receives and processes registrations, applications, and/or memberships for all departmental events (i.e., summer camp, Youth Councils) in an accurate and timely manner; records pertinent information in accordance with established procedures; prepares correspondence acknowledging the receipt and processing of the same.

• Serves as a liaison to international organizations in effort to effectively recruit international summer camp staff; explains and monitors required application and background check processes.

What we are looking for in you:

• Associate degree in Business, Finance, or related field,

and

• four years progressively responsible experience performing administrative work in a general office,

with at least two years preparing creative and informational materials,

or

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

• Overnight stays at camp or hotel/conference center required for youth events

Submittal Period : 4/24/25- 5/1/25

Physical Requirements and Working Conditions:

Ability to meet attendance requirements. Ability to read, write, and communicate the English language.

Ability to perform routine mathematical computations. Ability to key information into a computer.

Ability to sort and file documents alphabetically and numerically. Ability to operate various general office equipment including a telephone, computer, and calculator. Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or assisting others.

Ability to work well under the pressure of deadlines. Ability to follow instructions and work independently with limited supervision. Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.   Duties are usually performed seated.  Sitting may be relieved by brief or occasional periods of standing or walking.

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. Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather. Some work is performed in a camp environment where there may be changes in weather or discomforts associated with noise, dust, dirt, and the like.

Why work for us?

The Salvation Army offers a broad range of career opportunities, particularly targeted toward those motivated by our mission, to preach the gospel of Jesus Christ and to meet human needs in his name without discrimination.

We strive to do the “Most Good” for our employees by offering a greater sense of purpose in the work performed by training and mentoring employees and by offering competitive compensation and benefit plans. Our employees understand at the core of their work is the opportunity to be an integral part of an organization that is Doing the Most Good, with these five values at the heart of everything we do:

We are…

• Passionate
• Compassionate
• Uplifting
• Brave
• Trustworthy

Additional Information: 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.

To apply, please select the “Apply Now” icon at the bottom of this posting.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled