Administrative Assistant II (4476)

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.