Social Services Administrative Coordinator-11-145-SC/ OC Social Services

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.

Position Summary

The Social Services Administrative Coordinator supports the administrative and compliance efforts of the Social Services department. This role works closely with the Director of Social Services to streamline operations, ensure documentation accuracy, and facilitate communication across teams, allowing the Director to focus on strategic leadership and program development.

Essential Functions

Documentation and Reporting

• Prepare Documentation for NSSS Reviews: Collect, organize, and compile all documents, data, and other materials needed for National Social Services Standards (NSSS) reviews. Ensure information is accurate, current, and accessible for evaluation by the Director and other stakeholders.
• Monthly and Quarterly Reports: Compile, verify, and submit monthly statistical and program reports for review. Maintain accurate records in accordance with TSA guidelines, utilizing systems such as WellSky.
• Data Entry and Management: Manage data collection and entry tasks to ensure accurate and timely reporting for all Social Services programs.

Compliance and Quality Support

• Support Compliance Initiatives: Assist in preparing and organizing documents for compliance reviews and audits, ensuring all necessary information is ready for review by the Director and compliance teams.
• Record-Keeping Compliance: Ensure that all electronic and paper records meet organizational standards for compliance and quality.

Training and Support

• Operations Leadership Training: Work with the Operations leadership team to provide training on proper reporting requirements and documentation practices, under the guidance of the Director.
• Team Support: Coordinate with various social services teams to prepare for NSSS reviews and other compliance requirements, ensuring smooth communication and efficient workflow.

Family Services Support:

• Coordinate special projects and events related to Social Services programs as well as Divisional events and initiatives according to and under the direction of the OC Director of Social Services (i.e. Christmas initiatives, Mother’s Day, Back to School events, etc.).
• Provide support to Family Services Case Managers in Orange County.
• Coordinate with OC Corps Officers to bridge gap between social services and corps programming.
• Coordinate with Divisional Director of Family Services to support Pathways of Hope program in OC.
• Maintain and review accurate statistics for The Salvation Army and cooperative agencies, in keeping with any agreements made (e.g. Emergency Food and Shelter Program (EFSP).

Administrative Support

• Schedule Management: Assist with scheduling meetings, coordinating training sessions, and other organizational activities to enhance productivity within departments.
• Correspondence: Manage internal and external communications on behalf of the Director, as needed, including preparing and distributing emails, reports, and memos.
• Research, analyze & prepare routine administrative projects for the Director of Social Services.
• Create and process TSAMM items on behalf of the Social Services Director as needed, ensuring confidentiality as appropriate.
• Maintain all files and confidential data for OC Social Services department as needed.

PAY RATE: $28.00-$32.00/hr.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 25 lbs.

Core Competencies

• Attention to Detail - High

Ensures accuracy in documentation, data entry, and reporting, which is crucial for compliance and review processes.

• Confidentiality – High

Maintains strict confidentiality and professionalism when handling sensitive information.

• Organizational Skills – High

Manages multiple tasks, meets deadlines, and maintains efficient documentation and record-keeping for the department.

• Communication Skills – Proficient

Communicates effectively, both written and verbal, for coordinating with team members, preparing reports, and supporting leadership.

• Time Management – Proficient

Prioritizes tasks and works efficiently to support the Director and meet the demands of a fast-paced environment.

Minimum Qualifications     

• Bachelor’s degree from an accredited college or university in social services, business administration, or a related field preferred; equivalent work experience consideration and professional work experience.
• 5 years' professional work experience at the equivalent level.
• Experience working with the public, outside donors and clients. Good customer relations experience.
• High degree of experience in the use of computer applications and platforms including database management software and basic office software (Word, Excel, PowerPoint or their equivalents). Familiarity in WellSky & HSMI system is preferred

Skills, Knowledge & Abilities

• Must have the ability to maintain highly restrictive and confidential information.
• Requires the exercise of independent judgment and technical knowledge.
• Excellent communication ability both oral and written.
• Superior interpersonal skills to create and maintain effective relationships.
• Ability to adapt to rapid changes in environment, structures, assignments and maintain a solution-oriented focus
• Must be self-motivated, conscientious, resourceful, creative, self-directed and able to work independently
• Able to speak both English and Spanish preferred
• Ability to meet deadlines and perform work with high level of performance expectations.

Salary : $28 - $32