The Salvation Army, an internationally recognized non-profit, faith based organization, has a job opening for a Office Manager in the Community Relations department at North Texas Area Command, located in Dallas, TX.Job Summary:Provides primary administrative support to the Community Relations and Fundraising department; coordinates, monitors, and evaluates the day-to-day operations of the Community Relations and Fundraising department’s administrative support staff; ensures the accomplishment of the various office tasks in the most efficient and effective manner possible; cross-trains and supports all office assignments concentrating on targeted deadlines and quality standards; prepares various routine and special reports to keep the department heads abreast of progress.Essential Functions:This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.Office Coordination Responsibilities (30%)Provides primary administrative support to Community Relations and Fundraising staff, including scheduling, internal and external communications and other support assignments as required.Coordinates and processes a wide range of administrative responsibilities associated with the preparation and coordination of conferences, councils, seminars, 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, PowerPoint presentations, graphs, charts, lists, and hand-outs; may attend conference to provide administrative support and to ensure that arrangements are in order before, during and after the event.Receives and responds to questions or problems regarding departmental administrative support operations; researches information in order to provide information or resolve problems in a timely manner.Plans, schedules, conducts, and participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems; provides recommendations for improvements in departmental administrative support productivity.Provides support for department in the event Senior Director is absent; ensures all managers are departmentally cross-trained to ensure the uninterrupted work-flow during an absence; Maintains awareness of all job assignments in the department that report to the Senior Director.Coordinates and/or conducts candidate phone screenings, schedules interviews, and supports the selection of staff to fill vacant positions; working in conjunction with department staff to submit personnel paperwork necessary as part of the hiring process.Administrative Responsibilities (40%)Responsibilities include maintaining Senior Director of Community Relations & Fundraising’s calendar; coordinates/schedules meetings on behalf of the Senior Director of Community Relations & Fundraising; and ensuring all necessary details, directions, and client information for every appointment.Disseminate information and communicate ideas on behalf of Senior Director of Community Relations & Fundraising across departments and with contractors to ensure maximum efficiency and workflow.Exercises discretion in committing time and evaluating needs. Keeps the Senior Director of Community Relations & Fundraising advised of time-sensitive and priority issues, ensuring appropriate follow-up.Maintains continuous lines of communication regarding connecting organizations, projects, and critical business information to the Senior Director of Community Relations & FundraisingCoordinates activities, set agendas, and summarize deliverables for Senior Director of Community Relations & Fundraising in relation to the priorities of the organization.Procures, prioritizes, and disseminates office mail to ensure that mail is processed in a timely and efficient manner; determines which items require special attention and which are routine in nature; directs support staff in preparing routine correspondence.Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; research files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of outcomes.Maintains open communication with office and department staff; ensures the department heads are informed of problems, special situations, and developments within the office.Designs and maintains departmental central filing system standards, e.g., SharePoint, trains staff on processes; obtains and updates information; ensures the files are maintained in an organized and efficient manner.Supports department in the preparation and review of internal and external communication; ensures established department communication guidelines are followed; reviews and edits documents for grammatical errors, formats documents according to established Salvation Army standards and provides guidance.Monitors and maintains office supplies to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for office operations.Serves as a liaison for other departments and/or other divisions seeking information or services from the Community Relations Department; 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.Responsible for coordination of staff/officer check out/in of departmental PR/Marketing items, e.g., Captain Kettle costume, marketing banners, tablecloths, etc. and responsible for the maintenance of said items.Financial Responsibilities (20%)Oversees departmental Property Requisition and Furnishing and Equipment Requests, Funding Requests and any additional required documentation processes, standards, and guidelines to include internal/external tracking, follow up; maintains awareness of changes in The Salvation Army standards/processes. Provides training to department on revisions to processes or standards as needed.Processes monthly departmental invoices for the Senior Director of Community Relations & Fundraising’s approval and signature through Adobe Sign. Trains new departmental employees on processing mileage and expense check requests through Adobe Sign.Reconciles Senior Director of Community Relations & Fundraising’s company credit card statement monthly.Liaison Responsibilities (10%)Serves as a liaison for other departments and/or other divisions seeking information or services from the Community Relations and Fundraising Department; 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.Other Responsibilities:May drive to make mail runs as needed.Supports the finance department heads in the development, distribution and review of budgets and finance returns as it relates to personnel, equipment, and programs.Performs other duties as assigned.Materials and Equipment:Personal Computer General Office EquipmentKnowledge, Skills and Abilities:Knowledge of the principles and practices of supervision, personnel, business, and office management.Knowledge of effective and efficient record keeping practices and procedures.Knowledge and ability to use Lotus Notes at an intermediate to advance level.Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision.Ability to plan, organize and prioritize work in order to accomplish work in compliance with quality standards and deadlines.Ability to gather, compile and assemble information into a final product for letters, records, reports, etc.Ability to build and maintain effective and professional relationships amongst department personnel, Salvation Army Officers, employees and the Community.Ability to maintain a high level of accuracy in preparing and entering information; analytical and problem solving skills.Ability to apply discretion, independent judgment, and heighten awareness and behavior surrounding confidentiality.MINIMUM QUALIFICATIONS REQUIRED:Education and Experience:Associate’s degree from an accredited college or university in business administration or related field,andThree years with progressive responsibility/experience performing administrative work in a general office environment;orAny equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities.Certifications:Valid State Drivers License (Preferred)Physical Requirements:Ability to meet attendance requirements.Ability to read, write and communicate the English language effectively.Ability to work under pressure of deadlines and time constraints.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 usually 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.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.When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.We appreciate your interest in employment opportunities with The Salvation Army!
