Administrative Assistant II (4476)

Administrative Assistant II

AOK-Divisional HQ - Oklahoma City, OK

Overview

Position Type: Full Time Regular Job Shift: Day Education Level: High School Diploma/GED Travel Percentage: Minimal Category: Admin Support

Description

Performs advanced, complex, and often confidential secretarial work with a broad scope of responsibilities; prepares reports and spreadsheets from start to finish; coordinates information and arrangements for meetings and seminars; responds to inquiries regarding departmental operations and ensures the office runs smoothly.

• Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, resolutions, programs, newsletters, statistics, budgets, invoices, notices, bulletins, agendas, calendars, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.
• Coordinates and processes a wide range of administrative responsibilities associated with the preparation of confidential Salvation Army Officer, registrations, schedules, assignments, travel, lodging, and meeting room arrangements.
• Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.
• Processes invoices for payment; type requisitions and check requests; receives and processes checks to pay bills; maintains appropriate back-up paperwork in files and ensures that payments are made in an accurate and timely manner.
• Researches, compiles, interprets, and summarizes information for various reports, and special projects; research files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.
• Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain records; research files to locate specific information found in documents, correspondence, lists, forms, etc.
• Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.
• Transcribes dictation and type correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation.
• Answers telephone in a courteous and tactful manner; schedules appointments; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.
• Receives, procures, opens and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.
• Performs various bulk-mail activities; counts and sort items to be mailed at bulk rate; obtains and applies correct labels to items to be mailed; distributes information regarding The Salvation Army's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.
• Orders office supplies, promotional items, gifts, and publications and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Other Responsibilities

• Answers and directs all incoming calls and use of paging system when necessary; assists other departments while relieving the Receptionist.
• Makes coffee and tea for morning break on a rotation basis; cleans kitchen and break room at the end of the day; cleans out refrigerator weekly.
• Seals, stamps, and delivers mail to mailboxes at the end of the day for assigned week.
• Is responsible for decoration and posting of information on bulletin board.
• Performs other related work as required.

Physical Requirements

• Ability to meet attendance requirements.
• Ability to read, write, and communicate the English language.
• Ability to perform routine mathematical computations.
• Ability to transcribe dictation and type.
• Ability to keypunch information into a computer.
• Ability to sort and file documents alphabetically and numerically.
• Ability to operate various general office equipment including a telephone, fax machine, photocopy machine and computer.
• Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.
• Ability to work well under the pressure of deadlines.
• Ability to follow instructions and work independently with limited supervision.
• Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.
• Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.
• Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Working Conditions

• 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.

Qualifications

Education and Experience High school diploma or G.E.D. Prefer to have secretarial courses from a technical or vocational school or training or experience which provides the required knowledge, skills, and abilities.

Licenses and Certifications None

Equal Opportunity Employer: Veterans | Disabled