Gift Services Assistant

The Salvation Army Long Beach, CA

About the Job

Requisition Number 17-0760 Post Date 4/10/2017 Title Gift Services Assistant Posted Salary $42,000.00 City Long Beach State CA Description See Job Description Requirements POSITION DESCRIPTION THE SALVATION ARMY WESTERN TERRITORIAL HEADQUARTERS DEPARTMENT: GIFT SERVICES POSITION TITLE: GIFT SERVICES ASSISTANT STATUS: Grade 6 Non-Exempt Position MISSION STATEMENT The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by love for God. Its mission is to preach the gospel of Jesus Christ and meet human needs in His name without discrimination. EDUCATION AND WORK EXPERIENCE • 1 to 2 years of college experience preferred • Minimum of 3 years of office experience required in one or more of the following fields: Customer Service, Accounting, Banking, Office Management or Administrative KNOWLEDGE, SKILLS AND ABILITIES REQUIRED • Accuracy and attention to detail • Self starter and willing to take initiative • Ability to work within a team environment • Strong use of the English language in verbal and written communication (grammar and spelling) • Ability to initiate correspondence • Excellent telephone skills • Ability to work in a fast-paced environment and maintain poise under pressure • Ability to organize and prioritize tasks and complete them within allotted time constraints • Customer service mindset • General accounting or bookkeeping knowledge • Strong analytical and research skills • General knowledge of business protocols • Ability and willingness to keep information confidential • Ability to manage multiple projects SOFTWARE-RELATED SKILLS • Microsoft Word, required • Microsoft Excel, required • Microsoft Access, helpful • Microsoft PowerPoint, helpful • Lotus Notes, helpful • Working knowledge of integrated database applications and ability to use new software programs with basic training. GENERAL FUNCTIONS Provide high level administrative support to the staff of the Gift Services Department to ensure that the needs of all clients are served. ESSENTITAL DUTIES AND RESPONSIBILITIES • Answer incoming phone calls/emails and determine the most appropriate resolution • Schedule meetings • Maintain department calendar • Maintain departmental filing, including bequest intentions, death/birth certificates, original recorded deeds, and other recordkeeping for the department • Open and update records in the GMS database • Generate, reconcile and provide reports to management from GMS • Conduct research • Maintain office supply inventory and order replacement supplies as necessary • Prepare general correspondence as requested, including form letters, and make necessary notes in GMS • Reconcile Schwab statements to ensure all funds have been posted • Reconcile non-terminating trust estate statements to ensure all funds have been applied and other beneficiaries are actively receiving funds • Process and reconcile payment of invoices and enter expenses into GMS database • Enter income and apply Finance Receipts into the GMS database • Download and distribute the Unclear Payment Report and Berwyn Report • Handle day-to-day facility and IT requests • Provide day-to-day administrative support to Executive Director, Directors, Managers, Estate and Gift Administrators • Serve as a backup to Administrative Aides during vacations and illness. • Perform other administrative functions as requested WORK HABITS 1. Must adhere to all policies and procedures of The Salvation Army. 2. Must maintain courteous and cooperative manner with all external and internal clients and demonstrate respect and a positive attitude toward them at all times during the assigned workday. 3. Must be a team player, take initiative, and be flexible in assisting others to the best of their ability to ensure an accurate work product. 4. Must be organized in work areas, files, etc. contributing to the efficiency and accuracy of work within the assigned workday while avoiding unnecessary and unapproved overtime. 5. Must be able to comprehend assignments or to ask for clarification in a clear and concise manner until the assignment is understood. 6. Must exhibit dependability by arriving and leaving work on time; by taking the allotted time for lunch and breaks; and by limiting personal telephone calls and socializing to break periods. 7. Must engage in conduct that enables administration to achieve its goals of providing a professional work environment; conduct must not be disruptive to that environment. 8. Must be willing to put forth best effort at all times during assigned workday. 9. Must maintain confidentiality on all donor matters. BASIC FUNCTIONS/REQUIREMENTS 1. Willingness and capacity to come and go from the workstation repeatedly throughout the day as is necessary to retrieve and file papers; pick up and deliver items, books and files; perform copy work; and perform other applicable functions. 2. Willingness and capacity to stand or sit for extended periods of time throughout the day. 3. Capacity to communicate and enunciate adequately, in person or via telephone, in a manner which can be understood by those with whom the Gift Service Assistant is speaking. 4. Capable of dialing or otherwise using a telephone to place, receive or transfer calls inter- and intra- departmentally, perform elementary programming of telephone function buttons. 5. Ability to load and to change settings, devices, fixtures, etc. on various types of equipment used in and around the Gift Services Department. 6. Ability to make and retrieve copies from various copy and fax machines. 7. Ability to access and produce information from a computer. 8. Ability to interact in an appropriate manner with staff and field personnel. 9. Ability to physically reach forward, up, down and to the side. 10. Ability to understand written information. 11. Willingness and capacity to travel unaided to offsite locations. SUPERVISOR: Director of Operations & Administration, Gift Services *The listed essential functions are those functions which the individual occupying this position must perform unaided. A qualified person with a disability may request a modification or adjustment to the job or work environment, which The Salvation Army will attempt to provide, as long as it is a reasonable accommodation and no undue hardship would result. + Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. + Please view Equal Employment Opportunity Posters provided by OFCCP here. + The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c) Apply On-line