Administrative Assistant II
The Salvation Army, an internationally recognized non-profit, faith-based organization, has an opening for an Administrative Assistant II for the Divisional Business Secretary at our Divisional Headquarters in Oklahoma City, Oklahoma.
Performs a variety of clerical and secretarial work necessary for the smooth operation of the Divisional Secretary for Business, Divisional Comptroller, and Business Department offices; performs dictation, typing, and filing as a majority of the responsibilities; processes a variety of routine paperwork necessary for office operations; prepares minutes for DFB and other meetings; files and records information; answers the telephone and provides general information regarding the office operations and/or services; processing incoming/outgoing mail for an assigned area; receives and processes gifts-in-kind.
Transcribes dictation and/or types correspondence, Divisional Finance Board minutes, Corps and United Way audits and/or reports in an accurate and timely manner; acknowledges routine correspondence not needed for dictation.
Prepares and maintains office records, reports, calendars, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner, updates, posts and indexes information and inputs data into the computer to maintain office records; research office files 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.
Maintains bank account records and corresponds with Territorial Headquarters, Corps, and banks concerning account changes.
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.
Maintains all DFB agendas and processes required items from DFB to THQ, Corps, Area Commands and any other location as needed on a timely basis.
Maintains audit schedule notices, audit copies for DFB and all audit correspondence to THQ and A/OK field units on a timely basis.
Performs routine filing 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.
Distributes information regarding Salvation Army services, programs, conferences, seminars,etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.
Compiles information for booklets, kits, notebooks, etc. for conferences, seminars, meetings.
Performs various clerical and secretarial support work associated with special projects, seasonal events, and conference and committee meetings; assists in coordinating arrangements and volunteers for the Christmas Kettle Program.
Processes invoices for payment; types 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.
Other Responsibilities (15%)
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.
Prepares service requests for office machine and computer repairs.
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.
Provides assistance in the mail room, kitchen and receptionist relief as scheduled.
Knowledge, Skills, and Abilities
Knowledge of general office practices and procedures.
Knowledge of effective and efficient record-keeping and bookkeeping practices and procedures.
Knowledge of the English language including proper grammar and punctuation.
Knowledge of basic mathematics.
Ability to learn and become proficient in specific computer software.
Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner.
Ability to answer the telephone in a courteous and tactful manner.
Ability to maintain the confidential nature of the work.
Ability to follow instructions, plan and organize work, and work under limited supervision.
Education and Experience
High school diploma or G.E.D. required with additional secretarial courses preferred, and two years’ experience performing clerical work in an office environment, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
May require valid state driver's license.
Physical Requirements/Working Conditions
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, computer, and adding machine.
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.
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.) 5-10% of work time.
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.
Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather.
All employees recognize The Salvation Army is a church and agree that they will
do nothing as an employee of The Salvation Army to undermine its religious
To apply, please select the "Apply Now" icon at the bottom of this positing.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
Equal Opportunity Employer Minorities/Women/Veterans/Disabled
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!
- Job Family AOK-NON-EXEMPT
- Job Function Admin Support
- Pay Type Hourly
- Oklahoma City, OK 6601 N. BROADWAY EXT. 300 73116, 6601 N. BROADWAY EXT. 300, Oklahoma City, Oklahoma, United States of America