Document Management Specialist /Administrative Aide

Job Description

Job Description

TITLE: Document Management Specialist /Administrative Aide

DEPARTMENT: Gift Services

STATUS: Full Time, Non-Exempt

SALARY: $27.68

THE SALVATION ARMY MISSION

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.

POSITION SUMMARY

Support the Gift Services Department in the management of all charitable gifts through the use of electronic imaging and indexing as well as the maintenance of physical files, opening and directing mail, processing checks according to departmental policy, and opening new gift files. Provide administrative support in handling donor calls, report generation, drafting and sending correspondence, obtaining corporate signatures, distributing completed gifts, updating GEMS database, processing invoices and general administrative and clerical duties as required.

EDUCATION AND WORK EXPERIENCE:

1. Minimum High school diploma. College degree preferred.
2. Experience with database systems and understanding of electronic imaging systems and concepts.
3. Minimum of three years of office experience or higher education courses in business or communication.

SOFTWARE RELATED SKILLS

1. Microsoft Word required.
2. Knowledge of Microsoft Access, and Excel helpful.
3. Ability to learn new software programs.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

1. General understanding of Salvation Army policies and procedures.
2. General understanding of legal documents and terminology.
3. Ability to identify, categorize and classify documents.
4. Ability to organize and prioritize numerous tasks and complete them within allotted time constraints.
5. Must be accurate and detail oriented.
6. Ability to analyze and research.
7. Excellent interpersonal skills in working with donors, staff and field personnel.
8. Strong customer service mindset.
9. Ability to answer 800 line and direct donor inquiries appropriately.
10. Excellent communication skills, written and verbal, and the ability to provide training to all levels of office staff on electronic document imaging and retrieval.
11. Ability to take initiative and solve problems.
12. Ability to work independently.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Sort, process, and record incoming mail for the Gift Services Department
2. Prepare and scan documents and monitor to ensure accuracy, image quality and completeness
3. Make adjustments to image quality as required and assign proper attributes to documents
4. Index all scanned documents based on their classification into the correct electronic sections and sub-sections with the Document Management System and correct errors if needed.
5. Train users on the concepts and procedures of the Document Management System
6. Identify system errors and coordinate problem resolution with IT and the GEMS Administrator
7. Develop and maintain a user’s manual on Document Scanning and Imaging
8. Maintain manual filing and retention of physical documents as required
9. Assist with the coordination of on-going scanning projects
10. Research real property profiles, online values, and taxes, and create physical files for the properties.
11. Obtain corporate signatures on documents as needed
12. Answer incoming phone calls/emails and determine the most appropriate resolution
13. Handle payment and tax document inquiries from gift annuity donors
14. Monitor UBS accounts, arrange for liquidation and distribution to TSA
15. Research and respond to information requests
16. Apply recurring receipts to GEMS
17. Distribute completed gifts to donors and field personnel
18. Run and distribute monthly reports from the Gift Management System
19. Provide administrative support to the department as required
20. Process donor address and banking changes for split interest gifts
21. Create New Gift Records in the GEMS database
22. Update and maintain information in GEMS in an accurate and timely manner
23. Prepare simple transmittal or form letters
24. Draft correspondence and update templates
25. Send out new CRT and CGA packages to the field and to donors
26. Serve as back-up to the Gift Services Assistant
27. Serve as back-up for handling TSAMM entries

PHYSICAL REQUIREMENTS:

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 is reasonable and no undue hardship would result.

• Ability to sit, walk, stand, bend, squat, climb, kneel and twist on an intermittent or continuous basis.
• Ability to grasp, push, pull objects such as files, file cabinet drawers and reach overhead.
• Ability to operate a telephone.
• Ability to operate a desktop or laptop computer.
• Ability to lift up to 25lbs. (usually file boxes).

REPORTS TO: Director of Estate Administration