THE SALVATION ARMY
NORTH & CENTRAL ILLINOIS DIVISION
PATHWAY FORWARD PROGRAM
POSITION DESCRIPTION
POSITION TITLE: Administrative Assistant
LOCATION/DEPT: Pathway Forward Program
REPORTS TO: Program Manager - Operations
FLSA CATEGORY: Non-Exempt
STATUS TYPE: RFT
OUTCOMES
The Administrative Assistant helps with the creation, maintenance, and review of files; data processing, compilation, and reporting; supervision of clerical workers; and the accomplishment of special projects needed to implement program directives and contractual and accreditation requirements.
Sufficient administrative support will be provided to ensure that program duties are effectively achieved. A liaison will exist within both the Community Corrections Program and the Metropolitan Division.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Receives intake and organizes referrals from the Bureau of Prisons for the Program Manager - Operations to review. Assembles files for new residents; provides them with handbooks, room keys, and I.D. Processes resident intake termination procedures and properly directs or destroys files of terminated residents.Maintains Key Control System, including assignments and records, lock orders and equipment maintenance.Prepares and distributes the following reports: Daily Population Report for the Program Director, Program Manager - Operations; Morning Report for the Program Director; Tuesday Report for the Business Manager; and Friday Report of resident arrivals and departures for all staff.Maintains files and/or logs on the following areas of operation: escaped and exited residents; hospitalizations and other resident emergencies. Maintains a daily log of Terminal Summaries and Notices of Arrivals and Releases, direct ancillary services. Sends files or such portions as directed by the Program Manager - Operations to the Bureau of Prisons, U.S. Probation Office, or elsewhere.Ensures ongoing security. Monitors compliance with files retention and destruction schedules.Maintains inventory of first aid supplies and forms.Performs clerical, data entry, and secretarial duties as required.Monitor and report bed space availability.Maintain, install, and uninstall GPS units.Perform data entry in BOP's web-based referral system (R3M).Print our referrals from R3M.Enter referrals into SecurManage.Schedule physical for USPO cases.Initiate Direct Home Confinement (DHC) paperwork and conduct DHC orientation.Assist Finance Department with billing.Conduct initial PREA assessment and schedule a 30 day follow up date for re-assessment.Process all incoming residents.Provide all new arrivals with orientation packets.Medical services liaison to both the BOP and U.S Probation Department.Enter parole information in SecurManage once a resident exits program.All other duties as required.REPORTING RELATIONSHIPS
This position is supervised by the Program Manager - Operations.
This position requires frequent interaction with the residents, the Program Manager - Operations, and various government offices. In addition, this individual relates to a large and diverse number of people inside and outside the Salvation Army. In these contacts, the individual acts as a representative of the Army and its mission.
PERFORMANCE MEASUREMENTS
This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness, accuracy, and completeness of performance.
A performance review will be conducted.
EDUCATION/EXPERIENCE
- A high school diploma, supported by some formal training in office procedures is required.
- Three years of experience in a secretarial position requiring word and data processing is required.
COMPETENCIES
- Excellent keyboarding skills. Applicant may be tested.
- Ability to follow schedule for production of specific reports without being prompted.
- Excellent oral and written communication skills.
- Excellent organizational skills.
- Supportive of the mission of the Salvation Army.
POSITION LIMITATIONS
- This individual will only commit Army resources that have been allocated or approved.
- This individual will keep the Program Manager - Operations 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 is a residential environment with a low to moderate noise level.
- Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients, and visitors; respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors, and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.
THE SALVATION ARMY 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 the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.