Office Assistance (Full-Time) DDS Dept - The Salvation Army Eastern Territory : Job Details

Office Assistance (Full-Time) DDS Dept

The Salvation Army Eastern Territory

Job Location : Flushing,NY, USA

Posted on : 2025-08-05T07:40:38Z

Job Description :
Responsibilities
  • Answers phones and take messages.
  • Types and prepares reports, meeting minutes and plans requested by the Operational Manager and/or Director of DDS.
  • Performs typing and clerical needs for the DDS Department.
  • Completes research for necessary information needed for the programs.
  • Monitors office supplies and equipment and orders supplies as needed.
  • Maintains accurate ledgers according to agency regulations on expenses and contributions submitted from the programs.
  • Check all submitted documents and requests for accuracy and requirements prior to submitting them to Social Services Administration for approval.
  • Submits program requests for approval to Social Services Administration.
  • Communicates to program staff when inaccuracies have been identified and monitors resubmission of such requests.
  • Keeps records of all documents processed through the DDS Department.
  • Submits all financial and statistical reports as requested by the Operational Manager.
  • Attends all meetings relevant to fiscal matters as assigned by the Operational Manager and/or Director of DDS.
  • Performs clerical functions for multiple programs, including data entry, filling, and distributing mail.
  • Handles billing matters by processing check requests, interacts with vendors, and maintains petty cash.
  • Establishes, maintains files, records according to agency regulations which include staff time sheets.
  • Manage office petty cash and submit receipt weekly.
  • Work with external vendors to obtain outstanding invoices.
  • Supervise and train volunteers to ensure compliance with agency standards.
  • Contact vendors for pricing and prepare appropriate requests for payment as needed.
  • Set up prospective candidate(S) for interviews for all senior staff openings.
  • Complete weekly meeting with the Operational Manager for update on department.
  • Gathers employee time sheets weekly, secures department head approval and remits to payroll.
  • Attends meetings, Seminars and job fairs as assigned by the Operational Manager and/or Director of DDS.
  • Sweeps and mops to maintain a neat and organized environment in the DDS office.
  • Request follows up and submit with all programs and Maintenance Supervisor on their credit card receipts related to the DDS program.
  • Keep record of supplies within the DDS offices and report all deficiencies.
  • The essential functions for the job include, but are not limited to, the duties in the job description.
  • Awareness of and sensitivity to cultural and socioeconomic characteristics of persons and population served.
Qualifications
  • Minimum Associate Degree, with 2 years of business/administrative training or experience.
  • Computer literate with knowledge of MS Word, Excel, PowerPoint, & Outlook. Accurate typing skills (Min. 40wpm)
  • Bilingual preferred
  • Have a pleasant telephone manner and attention to detail.
  • The ability to work in a fast-paced environment while maintaining a positive demeaner.
  • Excellent organizational, time management, and interpersonal skills.
  • Must have people skills with experience working in customer service.
  • Has respect and consideration for the individuals being served.
Apply Now!
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