Administrative Assistant II

Position: 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…