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Executive Secretary

The Salvation Army, an internationally recognized non-profit, faith-based organization, has an opening for an Executive Secretary to the Divisional Commander at our Divisional Headquarters located in Oklahoma City, Oklahoma. Job Summary Relieves the Divisional Commander of administrative detail; performs advanced, complex, and confidential secretarial work with a broad scope of responsibilities; works independently and with little or no direct supervision for extended periods of time; ensures the office runs smoothly and with limited interruption while the supervisor is absent.

Administration/Secretarial Functions Receive and respond to questions or complaints directed to the Divisional Commander; attempts to resolve complaints and/or problems in a professional manner. Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature such as officer service reviews, proposals, sermons, briefs, statistics, budgets, forms, invoices, documents, agendas, schedules, etc.; Serves as a liaison for other departments and/or divisions seeking information or services from the Divisional Commander; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; maintains the confidential nature of the position.

Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; Performs a variety of administrative work associated with special projects; processes correspondence and special documents; Prepares and maintains divisional records, career sheets, databases, books, logs, lists, etc. updates, posts and indexes information and inputs data into the computer to maintain department records; researches department files to locate specific information found in documents, correspondence, lists, forms, etc.

Develops and maintains a filing system of a variety of divisional correspondence, forms, cards, records, reports, and documents; opens mail marked "personal" and "confidential" when the Divisional Commander is absent; Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; orders equipment and any other special items required for the department operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Coordinates travel arrangements to include airline tickets, hotel reservations and local transportation arrangements; prepares Divisional Commanders itinerary to maintain awareness of travel plans; Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, as well as travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; coordinates travel arrangements for people attending conferences, meetings, etc.; processes deposits and payments received; coordinates international trips.

Knowledge of executive office practices and procedures.

Knowledge of the English language including proper grammar and punctuation.

Knowledge and proficiency in using Microsoft Word, Excel, and Power Point. Basic knowledge of Microsoft Publisher.

Ability to represent and project both a positive and professional image of The Salvation Army as is characteristic of the executive administrative level positions.

Ability to build and maintain positive, effective, and professional working relationships with executive level Salvation Army officers as well as the individuals they come in contact with in the community.

Ability to learn the broad scope of department operations and services in order to serve as an information resource and to provide assistance in a timely and effective manner.

Ability to prepare spreadsheets and to maintain computer databases.

High school diploma or G.D. required supplemented by secretarial courses from a technical or vocational school preferred, and six years progressively responsible experience performing secretarial work in a general office, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Ability to read, write, and communicate the English language.

Ability to operate various general office equipment including a telephone, typewriter, computer, and adding machine.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to staff or outside contacts requiring assistance.

Ability to follow instructions and work independently with limited supervision.

Ability to maintain the confidential nature of the department.

Ability to make sound decisions and resolve operational problems in the absence of an immediate supervisor.

Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.

Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards and deadlines.

Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision.

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.

Additional Comments: All employees recognize 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Equal Opportunity Employer Minorities/Women/Veterans/Disabled