Responsible for all details associated with performing the processing, tracking and researching of Property records/legal documents required to facilitate the sales, purchase or lease of assigned Salvation Army property; ensures that all required information is accurately obtained and processed in a timely and effective manner in compliance with Legal and Salvation Army procedures.
This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.
Property Function Responsibilities: (80%)
Performs all Property functions, in a timely and effective manner, in accordance with established policies and procedures.
Reviews and processes assigned property documents resulting from the sale, purchase, or lease of The Salvation Army property throughout the Texas Division in a timely manner; ensures completeness and accuracy of all documents for processing through the Divisional Finance Board; obtains the required signatures of approval; composes and provides letters of transmittal indicating the documents returned and processed.
Requests checks, documents, and all information required; photocopies and distributes letters, documents, etc. as requested; retains pertinent information in the department files; records items received on the check-off sheet; maintains consistent communications with the Territorial Property Department to ensure timely and effective processing of Property cases.
Submits appropriate blueprints and specification books to the Divisional Finance Board for review and recommendation for approval to the Territorial Headquarters.
Serves as liaison in communicating with outside Real Estate and Property Title companies to gather any further information that will ensure the accuracy and completeness of all property proposals.
Serves as liaison for other DHQ Departments and/or Divisions seeking information regarding the sale, purchase, or lease of The Salvation Army property; responds to questions, researches in a timely and effective manner and provides specific and general information.
Prepares correspondence for items to be recommended for approval to the appropriate Territorial Headquarters department; submits correspondence to the Divisional Secretary for review and signature; copies and files correspondence and attachments; mails original documents to the Territorial Headquarters in a timely and effective manner.
Prepares, copies, distributes, and files accurate and timely correspondence for items received from Territorial Headquarters and/or the Divisional Finance Board with the approval/denial notification.
Prepares, in a timely and effective manner, standard documentation as approved by the Territorial Property Department; prepares and submits Divisional Finance Board minutes for review, approval and signatures; submits approved minutes to Territorial Headquarters; maintains copies of all documentation in an organized and efficient filing system.
Performs accounting tasks, tracking and maintaining of multimillion dollar projects spreadsheets, and reviews payment requests from contractors subsequently making data comparisons to ensure completeness and accuracy.
Develops and maintains a filing system of correspondence, forms, records, reports, and documents related to specific job responsibilities; maintains and utilizes the department bring-up filing system.
Accounting Responsibilities: (10%)
Performs all Accounting Responsibilities, in a timely and effective manner, in accordance with established policies and procedures.
Receives and processes requests for payment of invoices from divisional locations; prepares and submits the necessary payment request documents according to standard procedures; receives and documents checks; copies and attaches information to the backup copies in order to maintain department records; delivers check to the mailroom for distribution to the appropriate location.
Performs accounting tasks; tracks and maintains multimillion dollar project spreadsheet; reviews payment requests from contractors for accuracy and to be sure the numbers match.
Develops and maintains a filing system of correspondence, forms, records, reports, and documents related to specific job responsibilities; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.
Administrative Support Responsibilities: (10%)
Performs any secretarial duties necessary for the continued administrative operations including duties due to absences of other employees in a timely and efficient manner and in accordance with established policies and procedures.
Serves as Backup to the Property & HUD Specialist.
Serves as the 4th Backup to the DHQ Switchboard Operator.
Occasionally runs errands on behalf of the department including picking up blueprints and closing documents.
Performs other related work as required.
Materials and Equipment
Personal Computer General Office Equipment 10 Key
Dictaphone Postage Meter Microsoft Office
Knowledge, Skills, and Abilities
Knowledge of general office practices and procedures.
Knowledge of basic accounting or bookkeeping practices and procedures.
Skill in Microsoft Word and Excel applications with the ability to effectively create and maintain Spreadsheets.
Ability to effectively read blueprints.
Ability to effectively review and understand complex legal documents pertaining to or associated with the sale and purchase of property in order to protect the interests of The Salvation Army.
Ability to effectively understand construction terminology.
Ability to effectively maintain the confidential nature of the work.
MINIMUM QUALIFICATIONS REQUIRED:
Education and Experience
High school diploma or G.E. D. required with completion of general business and/or office skills courses from a technical or vocational school preferred,
Three years of progressively responsible experience performing secretarial work in a general office required with two years previous property-related work experience,
Any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities.
Valid Driver License
Ability to meet attendance requirement.
Ability to effectively read, write and communicate in the English language at an acceptable level.
Ability to mathematically determine and manipulate numbers effectively.
Ability to effectively operate office materials and equipment.
Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.
Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.
Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.
Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather.
Statement of Purpose
This document provides descriptive information about the above Salvation Army position. Work actually performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual’s ability to meet the qualification and capabilities described in this document is not a guarantee of employment or promotion. The Salvation Army reserves the right to make changes to this document as deemed necessary without providing advance written notice.
All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.
Your signature below indicates that you have read and understand the job description and agree to perform the duties as assigned.