Administrative Assistant II (4476)

Job Summary

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.

Key Responsibilities

• Composes, prepares, and/or types a wide variety of paperwork, including confidential, complex, and/or technical documents.
• Coordinates and processes 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, including processing correspondence and special documents.
• Processes invoices for payment, types requisitions and check requests, receives and processes checks to pay bills, and maintains back-up paperwork in files.
• Researches, compiles, interprets, and summarizes information for various reports and special projects.
• Prepares and maintains records, databases, books, logs, lists, etc. in an accurate, complete, and timely manner.
• Develops and maintains a filing system of correspondence, forms, cards, records, reports, and documents.
• Transcribes dictation and types correspondence and/or minutes in an accurate and timely manner.
• Answers telephone in a courteous and tactful manner, schedules appointments, greets and assists employees and people from outside The Salvation Army, and provides accurate and complete information regarding office operations and services.
• Receives, procures, opens, and distributes mail in an accurate and timely manner.
• Performs various bulk-mail activities, including counting and sorting items to be mailed, obtaining and applying correct labels, and distributing information regarding The Salvation Armys services, programs, conferences, seminars, etc.
• 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.

Other Responsibilities

• Answers and directs all incoming calls and uses the 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 weeks.
• 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, with occasional periods of standing or walking.

Working Conditions

• Work is performed in a normal office environment with little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Education and Experience

• High school diploma or G.E.D. preferred.
• Secretarial courses from a technical or vocational school or training or experience that provides the required knowledge, skills, and abilities.

Licenses and Certifications

• None

Equal Opportunity Employer: Veterans | Disabled