Administrative Assistant I-NE-Admiistration-101

Administrative Assistant I-NE-Administration-101

Job Summary:

Performs a variety of clerical and administrative work necessary for the smooth operation of the office; assists with special events, as a majority of the responsibilities; processes a variety of routine paperwork, filing, and copying, necessary for office operations; answers the telephone and provides general information regarding the office operations; serves as the liaison between the supervisor and Officers and other staff by providing and obtaining pertinent information about department/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.

Meeting Preparation:  (30%)

Plans meetings, reserve the conference room, and prepare snacks and drinks according to established guidelines
type correspondence, newsletters, bulletins, and/or reports in an accurate and timely manner.

Prepares, types, and processes correspondence, agendas, schedules, minutes, manuals, etc.; and ensures the accuracy, completeness, and timeliness of the same

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

Administrative Support: (60%)

Functions as a member of the planning committee for employee activities and assist with arrangements

Functions as the office liaison with Officers and gathers and provides information requested

Prepares and maintains office records, reports, calendars, databases, 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. to prepare specific reports

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

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.

Performs various clerical and administrative 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 of requisitions and check requests; receives and processes checks to pay bills; maintains appropriate backup paperwork in files and ensures that payments are made in an accurate and timely manner.

Answers telephone courteously and tactfully; 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

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

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 office operations including supplies for the photocopy machine; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Other Responsibilities: (10%)
Types enter and file routine statistics, documents, lists, reports, etc.
Attend monthly inter-agency meetings in the area, as directed.
May serve as Coordinator for a specific program such as food programs; plans and coordinates program arrangements; sets-up program meeting area; ensures clients of program are served effectively.
Performs related work for special and seasonal projects.
Performs other related work as required
Performs other related work as required.    

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience

High school diploma or G.E.D. required with additional secretarial courses preferred,

And

1-year experience performing clerical work in an office environment,

Or

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

Certifications/Licenses:

May require valid state driver's license

Materials and Equipment:

Typewriter                Computer        Photocopy Machine

Transcription Machine            Calculator        Facsimile

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 including MS Office, Publisher, and the internet

Ability to maintain an efficient and organized filing system to ensure that items can be retrieved promptly

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

Physical Requirements:

Ability to meet attendance requirements.

Ability to read, write, and communicate in 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, 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.

Work requires the ability to lift and carry and/or push/pull light (less than 25lbs.) materials, supplies, and equipment. Light mobility: duties are usually performed by a combination of standing, walking, and primarily sitting. 

Working Conditions:

Work requires driving a vehicle daily with exposure to the outdoors where there are physical discomforts associated with changes in weather such as rain, cold, snow, heat, or discomforts associated with noise, dust, dirt, and the like.

Statement of Purpose
This document provides descriptive information about the above Salvation Army position. Work performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual’s ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion. The Salvation Army reserves the right to make changes to this document as deemed necessary without providing advance written notice.

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!