HR Specialist

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 for God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

BASIC PURPOSE

The primary purpose of this position is to support the Human Resources, administrative, and clerical needs while providing administrative support to the Corps Officers and assistant officers of the Alhambra Campus. This position also establishes the professional first impression of The Salvation Army to all who enter the Administration building.

ESSENTIAL DUTIES AND RESPONSIBILITIES

HUMAN RESOURCES

1. Create and assist with maintaining accurate and up to date employee files for all Alhambra Campus staff and volunteers.
2. Process all Personnel Action Notices (PAN's) for new hires, status changes, annual reviews, discharges etc. and send to DHQ in a timely manner.
3. Receive, screen and file all employee Leave of absence (LOA), Personal Leave of Absence (PLOA) and Workers' Compensation requests.
4. Prepare and poste job openings, schedule interviews and conduct new employee orientation and submit all necessary documents to DHQ on time.
5. Coordinate with DHQ HR on employee relations matters. May be involved in investigations and drafting disciplinary actions.
6. Respond to employees' request for retirement applications and move forward employee completed application to DHQ HR Dept.
7. Coordinate annual benefits open enrollment by providing information to all covered employees about benefit offerings, changes, costs, and answering employee questions. Ensure timely enrollments.
8. Conduct annual benefit offerings, changes, costs, and answering employee questions. Ensure timely enrollments.
9. Prepare and post the OSHA 300 log on an annual basis (February).
10. Maintain Corps volunteer and driver records ensuring all required documentation current and valid recordkeeping systems.
11. Attend divisional human resources, benefit and other trainings events and meeting as required.
12. Process miscellaneous check requests for HR advertising and purchasing.
13. Assist campus officers and lead staff about all annual training requirements required by The Salvation Army.
14. Review employee timesheets in preparation for payroll processing and assist supervisors to resolve all timeclock issues and submit payroll to DHQ in a timely manner.
15. Maintain an organizational chart for the Campus.
16. Ensure all Christmas Drivers are hired.
17. Work with Kettle Coordinator ensuring all Bell Ringer Recruitment dates are scheduled, kettle supplies are ordered, and all planned out to ensure a successful Kettle Season.
18. Assist Corps Officers/Asst. Officers with planning of all Kettle Orientations
19. Ensure all Christmas hire paperwork is sent to DHQ for processing in a timely manner.

ADMINISTRATIVE / PROPERTY SUPPORT

1. Responsible answering and processing incoming calls, placing outgoing phone calls.
2. Check the answering machine daily, respond to messages or forward them to relevant department.
3. Responsible for incoming and outgoing mail, shipping and receiving.
4. Responsible for the documentation, counting and depositing of all financial donations, church tithes and offerings according to The Salvation Army stewardship standards.
5. Ensure all vendor billing is coded correctly and added to AP-Workflow for Payment.
6. Responsible for managing and ordering supplies for the Campus and maintenance of storage areas.
7. Maintain up to date files for all vendors including W9's, contact information and invoices.
8. Responsible for receiving and processing invoices and bills for vendors in a timely manner.
9. Assist Corps Officers in coordinating property and vehicle fleet maintenance fleet maintenance for appearance, functionality, and maintain updated vendor files of service and repair.
10. Work with Maintenance Lead to schedule all vendors for any service for all building, ensure all items are added to Facility Dude program, work with Maintenance Department for larger projects.
11. Coordinate alarm codes (set-up and deletion of old users).
12. Maintain all campus key boxes ensuring that all keys are accounted for and check out to new employees.

GENERAL RESPONSIBILITIES

1. Present a professional and friendly welcoming when in contact with all clients, funders, vendors, board members, staff, media, etc. - by phone, in person, and mail.
2. Assist with organizational functions and general meeting support: including arranging, follow up calls, maintaining office space schedules, securing food and supplies, copying and faxing.
3. Prepare and compose communications, emails, and official letters as directed by the Corps Officers and/or assistant officers.
4. Manage the campus calendar, assist with reserving meeting rooms, meeting set up, and other duties assigned.
5. Assist with all Christmas Holiday fundraiser related programs and services.
6. Assist the Corps/Asst. Corps Officers with support for Marketing/Communications; maintain mailing lists, assist with mailing and packets.
7. Assist the Corps/Asst. Corps Officers in support for employees needing the IT department: help desk tickets for Campus IT needs.
8. Attend all staff meetings and training on and offsite as requested.
9. Perform all other duties as assigned by supervisor.
10. Maintain and update fleet spreadsheet.
11. File all vehicle, property insurance claims.
12. Maintaining all visitor logs, vehicle logs

KNOWLEDGE, SKILLS, ABILITIES AND OTHER QUALIFICATIONS REQUIREMENTS

1. Minium of AA Diploma, required, or minimum of two years experience and/or training: or equivalent combination of education and experience in the field of Administration/Human Resource field.
2. Knowledge of CA Wage and Hour Laws.
3. Some understanding of the purpose and goals of The Salvation Army is required.
4. Possess a willingness to whole heartedly enter the spirit of the Alhambra Campus ministry objectives.
5. Must Fully support the mission of The Salvation Army.
6. Ability to work with minimal supervision, be prepared to encounter a variety of assignments and timelines and must be able to maintain confidentiality of sensitive materials and information.
7. Must possess excellent written and oral communication skills and be able to draft and edit professional level communications.
8. Must be proficient in computer programs such as Microsoft Office (including Word, Excel, PowerPoint, Access, Outlook, Publisher)
9. Must have excellent organizational skills including multitasking, time management, attention to detail, and ability to multi-task and prioritize in a fast-paced environment.
10. Attention to detail, and ability to multi-task and prioritize in a fast-paced environment.
11. Must demonstrate good judgment and act in a professional manner.
12. Ability to speak and write the English language with professional level skill is required.
13. Must have ability to empathize, communicate, and work with a variety of people from diverse backgrounds.
14. Ability to pass background check.

CERTIFICATES, LICENSES, REGISTRATIONS

1. Must possess a valid California Class C Driver License, and ability to drive a Salvation Army vehicle.
2. Must be 21 years or older.
3. Authorize The Salvation Army to add name to the CA DMV Pull Notice Program.
4. Complete The Salvation Army vehicle course training.

PHYSICAL REQUIREMENTS:

1. Ability to sit, walk, stand, bend. squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
2. Ability to grasp, push, and/or pull objects
3. Ability to reach overhead
4. Ability to operate telephone
5. Ability to lift up to 15 lbs.
6. Ability to operate a computer
7. Ability to process written, visual, and/or verbal information
8. Ability to operate basic office equipment and tools
9. Some travel required.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed would not result in undue hardship.