Administrative Assistant AC or DHQ

 Administrative Assistant DHQ or AC

 

New Bern, NC 

 

 

Job Summary:

 

Relieves a department head or administrative level officer 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, seminars, and events; attends meetings; maintains calendars; records minutes; processes reimbursements; responds to inquiries regarding departmental operations and ensures the office runs smoothly while the supervisor is absent; may serve as a lead worker to one or two clerical employees.

 

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:

 

Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction such as correspondence, proposals, contracts, agreements, resolutions, programs, newsletters, statistics, budgets, invoices, legacy or other legal documents, notices, bulletins, agendas, schedules, minutes, manuals, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

 

Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, councils, camps, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, programs, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; may attend conference to provides administrative support and to ensure that arrangements are in order before, during and after the event.

 

Receives and processes registrations, applications, checks, and/or memberships in an accurate and timely manner; records pertinent information in accordance with established procedures; prepares correspondence acknowledging the receipt and processing of the same.

 

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.

 

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.

 

Researches, 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.

 

Serves as a liaison for other departments and/or other 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.

 

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

 

Develops and maintains a filing system of 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 the files are maintained in an organized and efficient manner.

 

Transcribes dictation and type correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation; attends meetings and records minutes.

 

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.

 

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

 

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.

 

Serves 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:

 

Processes correspondence and reimbursements in accordance with established policies and procedures.

 

Schedules travel arrangements including flights, hotels, and local transportation; maintains travel schedules; may coordinate and process apartment reservations, maintenance, and hospitality gifts.

 

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.

 

Performs other duties as assigned.

 

 

Materials and Equipment:

 

General Office Equipment

 

Knowledge, Skills, and Abilities:

 

Knowledge of general office practices and procedures.

 

Knowledge of effective and efficient recordkeeping practices and procedures.

 

Knowledge of basic mathematics.

 

Knowledge of accepted practices and techniques involved in budget and report preparation, recordkeeping, public relations, interpersonal relations, and business communications both oral and written.

 

Knowledge of basic accounting or bookkeeping practices and procedures including ability to prepare spreadsheets.

 

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

 

Ability to learn the broad scope of department operations and services to serve as an information resource and provide assistance in a timely and effective manner.

 

Ability to gather, compile, and assemble information into a final product for letters, records, reports, etc.

 

Ability to plan, organize, and prioritize work to accomplish compliance with quality standards and deadlines.

 

Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision.

 

Ability to prepare spreadsheets and to maintain computer databases.

 

Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner.

 

Ability to build and maintain effective and professional relationships with employees at Divisional Headquarters, the Field and Territorial Headquarters.

 

Ability to maintain the confidential nature of the department.

 

Ability to serve as a lead worker to clerical personnel including assigning and monitoring work for accuracy and completeness.

 

 

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.

 

Certifications:

 

None

 

Physical Requirements:

 

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.

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!