Secretary II

The Salvation Army, an internationally recognized non-profit, faith based organization, has a job opening for a Secretary II  at Mabee Center, located in Fort Worth, TX.

Job Summary:

Provides administrative support to all operations of the Mabee Center; performs a variety of clerical and secretarial work necessary for the smooth operation of the office; performs dictation, typing, and filing as a majority of the responsibilities; processes a variety of routine paperwork necessary for office operations; answers the telephone and provides general information regarding the office operations.

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 Responsibilities (50%)

Prepares, types, and processes correspondence, proposals, contracts, agreements, legal documents, check requests, audit sheets, etc.; ensures the accuracy, completeness, and timeliness of the same.

Prepares and maintains office records, reports, calendars, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; researches office archives to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.

Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct.

Answers telephone in a courteous and tactful manner; 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, sorts, collates 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 routine filing and archiving of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner.

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.

Office Coordination Responsibilities (30%)

Supervises and assigns the work of community service workers and submits paperwork to Adult Probation Services; serves as a liaison to parole officers and completes court-ordered paperwork.

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.

Coordinates arrangements for routine meetings; ensures that meeting rooms are properly set-up and cleaned before and after meetings; prepares food and drink as necessary.

Makes travel arrangements including flights and lodging accommodations for office personnel and/or conference attendees.

Social Services Assistance Responsibilities (10%)

Provides social services assistance on an as-needed basis by greeting and interviewing clients who are requesting assistance to determine client’s eligibility based on program guidelines and restrictions; provides other social services assistance as needed.

Volunteer Coordination Responsibilities (10%)

Serves as on-site volunteer coordinator for specific events such as Angel Tree registration, Angel Tree gift drives and other Christmas events and activities requiring a coordinated volunteer effort; assists volunteers requesting to work at the Mabee Center; schedules and coordinates volunteer those efforts.

Other Responsibilities:

Provides administrative support for special projects.

Performs other duties as assigned.

Materials and Equipment:

Personal Computer General Office Equipment

Knowledge, Skills and Abilities:

Knowledge of effective and efficient methods for organizing and maintaining records and ability to perform the same.

Knowledge or general office practices and principles.

Ability to cultivate and maintain effective relationships with a diverse group of people and remain sensitive to their concerns.

Ability to interview clients in order to evaluate and serve their needs.

Ability to build and maintain effective working relationships with the public and community agencies.

Ability to prepare accurate and complete records, reports and statistics.

Ability to present a positive and professional image of The Salvation Army.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High school diploma or G.E.D. required with completion of general business and/or office skills courses from a technical or vocational school preferred,

And

Three years progressively responsible experience performing secretarial work in a general office

Or

Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Certifications:

Valid State Drivers License

Physical Requirements:

Ability to meet attendance requirements.

Ability to read, write and communicate the English language effectively.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, computer and adding machine.

Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) frequently.

Working Conditions:

Work is usually 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.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.

We appreciate your interest in employment opportunities with The Salvation Army!