Administrative Assistant Job at Massachusetts Staffing in Lowell

Administrative Assistant

The Salvation Army's Lowell Corps is hiring an Administrative Assistant. This position offers an excellent benefit package to eligible employees including: generous paid time off every year that includes vacation and sick time, holidays, and up to 3 personal days. An employer-funded pension plan (company contributions begin after 1 year of employment), comprehensive health care coverage with low-cost employee premiums, co-pays and deductibles, eligibility for supplemental insurance plans including short term disability, AFLAC, and voluntary term life, flexible spending accounts, eligibility for the federal government's public student loan forgiveness program, and most importantly a job with a good purpose!

Location: Lowell

Hours/week: 40 hours per week

Exemption: Non-exempt

Pay Range: $20.09 - $32.64 per hour (starting pay varies depending on experience and qualifications)

Duties & Responsibilities

Secretarial skills, including but not limited to:

• Typing
• Filing (hard copy & computer files)
• Answering phones, processing calls, taking messages, and other reception duties
• Compose correspondence as required
• Send thank you letters and memorial acknowledgements
• Prepare Sunday Bulletin
• Retrieve mail from central post office twice weekly, daily during holiday season

Computer skills:

• MS Office (Word, Excel, Publisher)
• Computer file maintenance
• Statistics program

File skills:

• Maintain minutes of Advisory Board, Corps Council & Census Board Meetings in a timely manner
• Mail a copy to DHQ & all members of each board
• Maintain attendance records and volunteer hours for meetings
• Maintain corps membership rolls as directed
• Maintain corps & quarters inventory
• Maintain hard files according to the record retention policy

Statistics:

• Coordinate and compile monthly statistics for all programs
• Enter statistical data and forward to proper department at DHQ
• Proper maintenance of all copiers, computers & phone systems
• Maintain and order office supplies, etc.

Kettles:

• Draft and mail volunteer request letters, process bell ringer applications
• Assist the Kettle Coordinator with scheduling and communicating with volunteers and service groups

Christmas Castle Breakfast:

• Assist the Corps Officer with coordinating ticket sales & seating arrangements
• Draft & mail thank you letters, invoice ticket orders, invoice sponsorships
• Attend breakfast & serve as greeter, coordinate event-day details
• Communicate with venue for event needs and details

Angel Tree:

• Help Social Services Caseworker with coordinating a calendar of appointments and help as needed
• Assist with scheduling and communicating with volunteers for toy packing and distribution

Christmas Radio-thon and Auction:

• Invoice pledges, invoice auction items, receipt funds
• Assist Corps Officer with distribution of auction items
• Assist with event day details (food supplies, event communication, office supplies, etc.)

Annual Dinner:

• Coordinate ticket sales, mailing list, prepare certificates, coordinate intake
• Communicate with venue for event needs and details

VBS:

• Help coordinate VBS registration, supplies & mailings as required by VBS Director
• Produce certificates, schedules, posters, and other promotional items as needed

Work with the Youth Ministries Coordinator in obtaining all paperwork for campers attending Camp Wonderland. Communicate with parents as needed.

Maintain a volunteer database listing all availability, interests, background checks, etc.

Prepare news releases, flyers & other public relations information for programs.

Red Kettle Ride:

• Assist the Corps Officer with producing publicity information, advertising, registration of riders, sponsor information, and organizing volunteers
• Communicate with participants, volunteers, and venue as directed
• Event day: assist with registration & volunteer coordination

Assist the Corps Officer with additional Advisory Board events and fundraising initiatives. This includes promotional items, registrations, correspondence, etc.

Maintain a membership database including all program participants, soldiers, advisory board members, etc.

Newsletter: Assist the Corps Officer and Advisory Board Development Committee in producing a quarterly e-newsletter.

Assist the Corps Officer with printing employee electronic time sheets and secure needed signatures.

Assist the Corps Officer in preparing a monthly corps calendar of activity.

Other duties:

• Assist with food pantry intake
• Design and produce informational & promotional flyers as required
• Assist corps program leaders with mailings, supplies, etc.
• Provide courteous and kind demeanor in all communications with community
• Produce & arrange media announcements

Qualifications

Education Requirements:

High School Diploma

Work Experience:

Minimum 3 years' experience in the administrative field

Other Qualifications:

Must be able to use computer applications such as Word, Excel, PowerPoint

Must have excellent communication skills

Must be able to multitask

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.

The Salvation Army is committed to providing reasonable accommodation for qualified job applicants, job candidates, and employees with disabilities to ensure they enjoy equal access to all employment opportunities and benefits of employment as required by the Americans with Disabilities Act.

EEO is the Law.