Executive Assistant
3.
8 Union, NJ Union, NJ Full-time Full-time $60,000 - $65,000 a year $60,000 - $65,000 a year Essential Function The Executive Assistant for the DHQ Business Section provides direct administrative support to the Business Section Department Heads and Officers, including expert support and training for the various databases within the Business Section.
Duties and Responsibilities The duties listed below are the primary duties of this position but are not all the required duties.
The Salvation Army reserves the right to change, reduce, or expand the duties of this position at any time.
Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this role.
Business Gather information for the NJ Command Finance Council (CFC), prepare the weekly CFC agenda, and process agenda items as appropriate.
Notify appropriate individuals of approval, denial, or deferral of agenda items, tracking responses to CFC's questions and concerns for deferred items.
Forward any CFC items that require Territorial Headquarters (THQ) review or approval, tracking receipt of documents with THQ's approval and following up with THQ as necessary.
Process items handled via NJ Delegation of Authority (DOA), entering approved DOA items into the CFC agenda/Minutes.
Manage task lists and calendars and distribute general correspondence as requested by the DBA, Assistant Finance Secretary, Controller, and Property Director.
Oversee JJ Keller Training program and maintain Motor Vehicle Reports for all Salvation Army drivers.
Process vehicle purchases, registrations, titles, and license plate renewals.
Maintain the vehicle fleet database and coordinate division-wide vehicle purchase and sale materials, including title, registration, and notarized letters before and after CFC approval to the point of delivery.
Process E-ZPass violations per divisional policy.
Complete monthly reports as directed by the Divisional Controller, Property Director, DBA, or designates.
Staff front reception desk on a rotational basis as needed.
Finance Process all audit correspondence, update and maintain the audit schedule, set up new audit reports, notify Corps of upcoming audit dates, forward audit results to THQ and Corps Officers, and follow up with Corps Officers to finalize audit reports.
Schedule DFRT (Divisional Fiscal Review Team) meetings as required, record minutes, and maintain the open action items list.
Code and review corporate credit card entries in SmartData for DHQ corporate credit card holders.
Review and approve SmartData entries for Corps Officers, ensuring all applicable receipts and approvals are uploaded, transactions are within Minutes, and correct coding.
Send out SmartData deadline reminders to corporate credit cardholders, following up regarding outstanding transactions as necessary.
Coordinate with bookkeepers to ensure timely and complete end-of-month and year-end reconciliation.
Prepare and send shut-off listings for non-compliant cardholders to the DBA as needed.
Train cardholders on the SmartData system, run reports, reset passwords as needed, and request coding for SmartData or Serenic as required.
Complete estate check remittance forms and submit them to THQ.
Request new subcodes, tracking codes, and other accounting codes from THQ Finance as needed.
Sort mail in the mailroom per divisional policy and process mail for the Finance department.
Purchase supplies for the Finance department and copy room as needed.
Property Maintain inventory files and schedule for NJ Officers' quarters, the Corps property, and equipment inventories, sending out annual reminders requesting inventory updates.
Submit all contracts to the corporate document and contracts databases in collaboration with the divisional legal advisor and the Divisional Property Director, following up with THQ for signatures and distributing all finalized contracts and correspondence.
Process trust withdrawal requests for Property projects as directed and maintain the shared withdrawal schedule.
Complete Further Statements for divisional tax-exempt property.
Track the status of capital projects submitted to CFC and THQ, printing, filing, and relaying approvals from THQ Property to Corps, DHQ, or Camp.
Other duties within the scope of the role as assigned by supervisors.
Requirements Associate degree in a related field of study.
Minimum three years experience in executive office administration.
Proven experience with comprehensive accounting software; Serenic preferred.
Advanced proficiency in Outlook and Adobe Acrobat required.
Must understand and support the mission of The Salvation Army.
Desired Qualifications Logical thinker with the ability to streamline processes.
Able to prioritize multiple tasks while meeting strict, competing deadlines.
Self-motivated, with strong attention to detail and the willingness and ability to learn new systems.
Strong verbal and written communication skills.
Possess high emotional intelligence and the highest confidentiality, integrity, and professionalism standards.
Able to work remotely, independently, and collaboratively within a team.
Job Type:
Full-time Pay:
$60,000.
00 - $65,000.
00 per year
Benefits:
Dental insurance Flexible spending account Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Schedule:
8 hour shift Monday to Friday Education:
Associate (Preferred)
Experience:
Executive administrative support:
1 year (Preferred) Ability to Relocate:
Union, NJ 07083:
Relocate before starting work (Required) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
8 Union, NJ Union, NJ Full-time Full-time $60,000 - $65,000 a year $60,000 - $65,000 a year Essential Function The Executive Assistant for the DHQ Business Section provides direct administrative support to the Business Section Department Heads and Officers, including expert support and training for the various databases within the Business Section.
Duties and Responsibilities The duties listed below are the primary duties of this position but are not all the required duties.
The Salvation Army reserves the right to change, reduce, or expand the duties of this position at any time.
Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this role.
Business Gather information for the NJ Command Finance Council (CFC), prepare the weekly CFC agenda, and process agenda items as appropriate.
Notify appropriate individuals of approval, denial, or deferral of agenda items, tracking responses to CFC's questions and concerns for deferred items.
Forward any CFC items that require Territorial Headquarters (THQ) review or approval, tracking receipt of documents with THQ's approval and following up with THQ as necessary.
Process items handled via NJ Delegation of Authority (DOA), entering approved DOA items into the CFC agenda/Minutes.
Manage task lists and calendars and distribute general correspondence as requested by the DBA, Assistant Finance Secretary, Controller, and Property Director.
Oversee JJ Keller Training program and maintain Motor Vehicle Reports for all Salvation Army drivers.
Process vehicle purchases, registrations, titles, and license plate renewals.
Maintain the vehicle fleet database and coordinate division-wide vehicle purchase and sale materials, including title, registration, and notarized letters before and after CFC approval to the point of delivery.
Process E-ZPass violations per divisional policy.
Complete monthly reports as directed by the Divisional Controller, Property Director, DBA, or designates.
Staff front reception desk on a rotational basis as needed.
Finance Process all audit correspondence, update and maintain the audit schedule, set up new audit reports, notify Corps of upcoming audit dates, forward audit results to THQ and Corps Officers, and follow up with Corps Officers to finalize audit reports.
Schedule DFRT (Divisional Fiscal Review Team) meetings as required, record minutes, and maintain the open action items list.
Code and review corporate credit card entries in SmartData for DHQ corporate credit card holders.
Review and approve SmartData entries for Corps Officers, ensuring all applicable receipts and approvals are uploaded, transactions are within Minutes, and correct coding.
Send out SmartData deadline reminders to corporate credit cardholders, following up regarding outstanding transactions as necessary.
Coordinate with bookkeepers to ensure timely and complete end-of-month and year-end reconciliation.
Prepare and send shut-off listings for non-compliant cardholders to the DBA as needed.
Train cardholders on the SmartData system, run reports, reset passwords as needed, and request coding for SmartData or Serenic as required.
Complete estate check remittance forms and submit them to THQ.
Request new subcodes, tracking codes, and other accounting codes from THQ Finance as needed.
Sort mail in the mailroom per divisional policy and process mail for the Finance department.
Purchase supplies for the Finance department and copy room as needed.
Property Maintain inventory files and schedule for NJ Officers' quarters, the Corps property, and equipment inventories, sending out annual reminders requesting inventory updates.
Submit all contracts to the corporate document and contracts databases in collaboration with the divisional legal advisor and the Divisional Property Director, following up with THQ for signatures and distributing all finalized contracts and correspondence.
Process trust withdrawal requests for Property projects as directed and maintain the shared withdrawal schedule.
Complete Further Statements for divisional tax-exempt property.
Track the status of capital projects submitted to CFC and THQ, printing, filing, and relaying approvals from THQ Property to Corps, DHQ, or Camp.
Other duties within the scope of the role as assigned by supervisors.
Requirements Associate degree in a related field of study.
Minimum three years experience in executive office administration.
Proven experience with comprehensive accounting software; Serenic preferred.
Advanced proficiency in Outlook and Adobe Acrobat required.
Must understand and support the mission of The Salvation Army.
Desired Qualifications Logical thinker with the ability to streamline processes.
Able to prioritize multiple tasks while meeting strict, competing deadlines.
Self-motivated, with strong attention to detail and the willingness and ability to learn new systems.
Strong verbal and written communication skills.
Possess high emotional intelligence and the highest confidentiality, integrity, and professionalism standards.
Able to work remotely, independently, and collaboratively within a team.
Job Type:
Full-time Pay:
$60,000.
00 - $65,000.
00 per year
Benefits:
Dental insurance Flexible spending account Health insurance Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Schedule:
8 hour shift Monday to Friday Education:
Associate (Preferred)
Experience:
Executive administrative support:
1 year (Preferred) Ability to Relocate:
Union, NJ 07083:
Relocate before starting work (Required) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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