Administrative Assistant II (5630)

Job Summary:

Relieves the Evangeline Booth College’s Director of Personnel of administrative detail; performs advanced, complex, and often confidential secretarial work with a broad scope of responsibilities; prepares advanced and technical 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 while the department head is absent; serves as a lead worker to one or two clerical employees.

Essential Functions and Percentages:

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.

Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature such as correspondence, contracts, agreements, resolutions, programs, scripts, sermons, lectures, exams, briefs, statistics, budgets, audit reports, sheets, forms, invoices, documents, notices, bulletins, agendas, schedules, minutes, bylaws, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

Serves as a liaison for other departments and/or divisions seeking information or services from the department head; responds to questions, researches, and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness to all information provided; maintains the confidential nature of the position.

Research, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; research files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.

Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs.

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.

Prepares and maintains department 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 department records; research department files to locate specific information found in documents, correspondence, lists, forms, etc.

Develops and maintains a filing system of a variety of department correspondence, forms, cards, records, reports, and documents; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.

Compiles and drafts class information, manuals briefs, procedure sheets, memos, personnel correspondence, programs, syllabi, forms, lesson plans, schedules, speeches/sermons, etc.

May serve as a lead worker to subordinate clerical personnel; trains and instructs in methods and procedures; assigns and monitors work in progress and upon completion; informs supervisor of any problems with the quality or production of work.

Other Responsibilities (__%):

Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; orders equipment and any other special items required for the department operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Delivers check requests and/or checks to the cashier's office after making a copy of the same; receives checks from the cashier office and locates appropriate back-up paperwork in the bring-up file; allocates checks to the appropriate destination.

Updates the Disposition of Forces (Dispo) to reflect any changes in assignments as they occur; ensures the Dispo is maintained and updated in an accurate, complete, and timely manner.

Receives, procures, opens, and distributes department 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 for the department.

Performs various bulk-mail activities; counts and sorts items to be mailed at bulk rate; obtains and applies correct labels to items to be mailed; distributes information regarding the department's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High school diploma or G.E.D. required supplemented by secretarial courses from a technical or vocational school preferred,

and

Four 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.

License and Certification Requirements:

None

Physical Requirements:

Ability to meet attendance requirements.

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

Ability to perform mathematical calculations.

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, Dictaphone, typewriter, 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.

Ability to work well under the pressure of deadlines.

Ability to follow instructions and work independently with limited supervision.

Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.

Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lbs.) 5-10% of work time.

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

Working Conditions:

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.

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.

Salary : $24