Administrative Assistant II - Claremore

Position: Administrative Assistant II - Claremore (6674)
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.

Coordinates and executes a variety of programs to include Christmas Kettle Program, Children's Feeding Program and various Seasonal Programs.

Essential Functions

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

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.

Works on seasonal programs;
Back to school supplies, Thanksgiving dinner for the homeless, Christmas.

Works on Children's Feeding program to help provide meals for children. The program includes mobile canteens that distribute meals and sends food home with children to ensure they have a meal when they are not in school

Coordinates yearly Christmas Kettle program.

Coordinates and processes a wide range of administrative responsibilities.

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.

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

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 keypunch information into a computer.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including 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…