Executive Assistant to Area Commanders

Position: Executive Assistant to the Area Commanders
Job Summary Provides administrative and managerial support to Area Commanders; coordinates and monitors day-to-day operations of Administrative Dept.; relieves Area Commanders of administrative detail; performs advanced, complex, and often confidential secretarial work with a broad scope of responsibilities; designs/prepares advanced reports, spreadsheets, and programming materials from start to finish; serves as liaison and supports and resources Tulsa Advisory Organizations; processes legal, legacy and trust matters;

coordinates information and arrangements for meetings and events; responds to inquiries regarding Area Command programs and operations; ensures that day-to-day work complies with established policies and procedures.

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 incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Administrative and Financial (60%)Provides administrative and managerial support to Area commanders.

Develops and maintains a digital and hard copy filing system for 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 files are maintained in an organized and efficient manner.

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; researches files to locate specific information found in documents, correspondence, lists, forms, etc.

Coordinates a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army meetings, including forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements, correspondence, reports, programs, lists, and hand-outs; attends meetings to provide administrative support and to ensure that arrangements are in order before, during and after the event.

Prepares and processes purchase requisitions in accordance with established policies and procedures; maintains organized and complete files with proper back-up materials for each requisition prepares correspondence regarding the same; ensures that all purchase requisitions are processed in a timely and accurate manner.

Reviews contract agreements, etc. for compliance with local needs and corporate Salvation Army policy; assembles needed documents, proposals, financial data for submission to appropriate Salvation Army boards.

Coordinates the receipt and distribution of incoming mail to the Administrative Dept. and processes outgoing mail.

Coordinates travel arrangements including flights, hotels, and local transportation;

Assists with guest hospitality as requested.

Updates and maintains accurate local unit information with internal and external directories.

Serves as liaison with DHQ in matters as assigned by Area Commanders.

Processes legal, legacy and trust matters. Coordinates with other departments to ensure legacy and trust matters are being handled properly. Maintains legal, legacy and trust files.

Collects, compiles, and reports statistical data for all units within the Area Command on a monthly basis. Reviews all statistical data for errors on a routine basis. Provides training and guidance for staff with responsibilities for statistical data collection and reporting. Serves as command subject matter expert on statistics. Ensures statistical reports are submitted timely. Advises Area Commander (Mrs.) of statistical discrepancies or issues impeding accuracy or timely reporting.

Prepares and distributes quarterly statistical health summaries to Area Commanders and Corps Officers.

Prior to yearend statistical closing, prepare and review cumulative reports with the Area Commander (Mrs.).Updates and maintains the Administration Dept.’s digital calendar. Monitors all unit and departmental calendars to ensure they are being…