IT Administrative Assistant

SALVATION ARMY

NORTH AND CENTRAL ILLINOIS DIVISION

POSITION DESCRIPTION

POSITION TITLE: Administrative Assistant

LOCATION/DEPT.: Information Technology Department

REPORTS to (TITLE): Divisional Director, Information Technology

FLSA CATEGORY: Non-Exempt

STATUS TYPE: RFT

OUTCOMES

Provides administrative support to the Divisional Information Technology Director. Information is processed and maintained in a way that complies with policy, procedure and mandate. Information is processed in a timely manner, required data is effectively input, appropriate documents are forwarded, information is processed and maintained according to industry standards and requests for information are efficiently managed for the North and Central Illinois Division.

ESSENTIAL DUTIES and RESPONSIBILITIES:

1. Administrative
   
   
   
   1. Prepare Information Technology items for Divisional Finance Board and THQ as directed by the Divisional Director, Information Technology.
   2. Assist IT staff with help desk, provide up to date productivity reports, inventory of all divisional IT assets, and preferred vendor list.
   3. Responsible for filing functions (both paper and electronic) for information technology projects and other as directed by Divisional Director, Information Technology and/or Assistant Director, Information Technology.
   4. Process incoming mail for the Information Technology Department. Scan items as directed by the Divisional Director, Information Technology.
   5. Assist Divisional Director, Information Technology and Assistant Director, Information Technology with communication and schedules with divisional staff.
   6. Create and manage Information Technology training for divisional staff.
   7. Assist with on-site and hybrid meetings which IT is responsible for.
   
   
   
   
2. Finance
   
   
   
   1. Responsible for all payment requests. Process completely, in a timely manner, all payment requests from contractors, architects, consultants, and other vendors for approved Information Technology projects and acquisitions as directed by the Divisional Director, Information Technology.
   2. Maintain financial tracking and accounting of Information Technology projects and using spreadsheet software.
   3. Assist and Maintain IT/DHQ fleet application.
   4. Assists with other department duties as assigned and needed, based upon the changing priorities of the department and Division.
   
   
   
   

REPORTING RELATIONSHIPS

This position reports to the Divisional Director, Information Technology.

In contacts related to this position's duties this individual acts as a representative of The Salvation Army and its missions.

PERFORMANCE MEASURES

This individual will be evaluated on how effectively the outcomes of this position are achieved.

Timeliness and accuracy of accomplishing assigned goals will be reviewed.

An evaluation of how effectively others respond to the services being provided will also be done.

EDUCATION/EXPERIENCE

• High school graduate required. College Degree preferred.
• 2 years administrative experience is preferred.
• 2 years financial services experience is preferred.
• An exposure to social service or faith-based organizations is preferred.
• An excellent working knowledge of Word.

COMPENTENCIES

• Strong communication (verbal and written) and interpersonal skills, using diplomacy.
• A communication style that exhibits the principles and values of the Army.
• An understanding of data management, procedure development and flow of information.
• An excellent attention to detail, procedures, processes and policies.
• A demonstrated ability to manage projects and priorities.
• A service orientation that anticipates and responds to the needs of client departments.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• A demonstrated ability to exercise a high degree of judgment and confidentiality.
• A "hands-on" knowledge of how to effectively work with diversity in the workplace.
• Demonstrated ability to use initiative and be a self-starter.
• A commitment to the mission of the Salvation Army and an appreciation of faith-based service organizations.

POSITION LIMITATIONS (What this position must do)

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Divisional Information Technology Director and Assistant Information Technology Director informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position is required to do light physical work.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.