Administrative Aide in Legal Dept. - The Salvation Army Western Territorial HQ

 

This position is in the Legal Dept. at the The Salvation Army Western Territorial Headquarters in beautiful downtown Long Beach. Ideal candidate will have excellent verbal communication skills, understanding of legal documents and terminology; and the ability to organize and prioritize numerous tasks and complete them within allotted time constraints. Must be detail-oriented. Knowledge of relational databases, electronic imaging, indexing, and document scanning preferred. Ability to learn new programs is a must. Minimum of three years office experience, MS Office required.

This position is full-time with great benefits. $16.37/HR @ 36.25/HR WEEK = $30,857 ANNUALLY

 

 

POSITION DESCRIPTION

 

THE SALVATION ARMY

WESTERN TERRITORIAL HEADQUARTERS

 

 

 

DEPARTMENT:   LEGAL

 

POSITION TITLE: ADMINISTRATIVE AIDE /

  DOCUMENT MANAGEMENT SPECIALIST



POSITION STATUS: NON-EXEMPT – GRADE 5

 

 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.

 

 

 

POSITION DESCRIPTION:

Support the Legal Department in the management of all documents relating to charitable gifts through the use of electronic imaging and indexing as well as the maintenance of required physical files.  Provide support to the Estate Unit staff, when necessary, in handling donor calls, data entry, report-generation and general administrative and clerical duties. Provide training to Legal Department Estate Unit staff in the use and retrieval of electronic documents.

 

 

EDUCATION AND WORK EXPERIENCE:Experience with relational database systems and understanding of electronic imaging systems and concepts.

 Minimum two years of office experience, preferably in a legal or corporate environment.

 

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:Capacity to understand ethics and the legal role of working under supervision of an attorney.

 Understanding of Salvation Army policies and procedures.

 Understanding of legal documents and terminology.

 Ability to identify, categorize and classify legal documents.

 Ability to organize and prioritize numerous tasks and complete them within allotted time constraints.

 Must be accurate and detail oriented.

 Ability to analyze and research.

 



 



Ability to research donor inquiries and requests for information.



 Test Scores of 40 wpm Typing, 90% on Spelling, 85% on Grammar and excellent proofreading skills

 Interpersonal skills necessary to work with donors, staff and field personnel

 Strong customer service mindset

 Ability to communicate effectively

 Ability to formulate original correspondence and form letters

 Ability to train staff on electronic document imaging and retrieval

 Ability to work independently

 Demonstrated ability to research and solve problems

 

 

SOFTWARE RELATED SKILLS:Ability to learn new software programs with basic training is required.  Proficiency in Microsoft Word, Microsoft Excel, Microsoft Access, and Lotus Notes is desirable.

 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Scan documents and monitor to ensure accuracy, image quality and completeness.

  1.1.  Make adjustments to image quality as required.

  1.2.  Index scanned documents based on their legal classification into the correct

  electronic sections and sub sections within the Document Management System.

  1.3.  Retrieve documents electronically from the Document Management System as

  required.

  1.4.  Correct scanning and indexing errors as directed.

 

2. Provide administrative support to the Legal Department as required.

 

3. Sort, process incoming mail with a second Estate Unit staff member, and record assets in Asset Database, as directed.

 

4. Generate electronic reports from Gift Management System (“GMS”) database and distribute to staff, as directed.

 

5. Properly label legal documents within the Document Management System.

 

6. Maintain a Users Manual on Document Scanning and Imaging, as directed.

 

 7. Perform manual filing and retention of physical documents as necessary; maintain archive of all physical files as necessary.

 

8. Update and maintain information in the GMS database in an accurate and timely manner.

 

 

WORK HABITS: Must adhere to all policies and procedures of The Salvation Army.

 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.

 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.

 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.

 Must be able to comprehend assignments or to ask for clarification in a clear and concise manner until assignment is understood.

 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.

 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.

 Must be willing to put forth best effort at all times during assigned workday. 

 BASIC FUNCTIONS / REQUIREMENTS:*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, boxes, and files.  Perform copy work, and other applicable functions.

 Willingness and capacity to stand or sit for extended periods to time throughout the day.

 Capacity to communicate and enunciate clearly in person or via telephone in a manner which can be understood.

 Capable of dialing or otherwise using a telephone to place, receive or transfer calls inter- and intra-departmentally, perform programming of telephone and voice mail functions.



5. Ability to load and change settings, devices, fixtures, etc. on various types of equipment used in and around the Estate Management Department.



 Ability to make and retrieve copies from various copy and fax machines.

 Ability to access and produce information from a computer.

 Ability to interact in an appropriate manner with donors, staff and field personnel.

 Ability to physically reach forward, up, down and to the side.

 Ability to understand written information and instruction.

 Willingness and capacity to travel unaided to offsite locations.

 Ability to lift up to 25 lbs. (usually file boxes)