Administrative Assistant II (150)

Job Title

Performs advanced, complex, and often confidential work with a broad scope of responsibilities; prepares reports and spreadsheets from start to finish; coordinates information and arrangements for meetings and events.

Performs a variety of detailed donor care duties including the input of confidential donor information into the Donor Management System, secretarial, data entry, and clerical work necessary for the smooth operation of the Community Relations & Development Department; perform typing, data entry, maintenance of records and communications, for Operations.

Administrative Support Responsibilities for Operations (60%)

Performs data entry and maintenance of donor records and donor relations using the Development Department donor software management system.

Administers the processing and receipting of gifts, donated monies, sorts, and records incoming gifts; prepares acknowledgement letters for certain donors; inputs data into the computer.

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, programs, statistics, invoices, agendas, donor correspondence, and donor acknowledgements, ensures the accuracy, completeness, and timeliness of the same.

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, and special projects; research files, accounts, records, etc. to resolve problems and / or correct documented information; informs appropriate people of discoveries.

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.

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.

Receive, open, and distribute mail in a 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; 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.

Event / Meeting Planning Responsibilities (25%)

Event Planning duties include organizing every aspect of an event, attending, and monitoring activities, and communicating with committee members to keep the project aligned with their goals. This includes planning budgets, booking venues, liaising with suppliers, managing logistics, and presenting post-event reports.

Compiles information for booklets, kits, notebooks, etc. for conferences, seminars, meetings.

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

Performs various clerical and support work associated with special projects, seasonal events, and committee meetings. Leads special projects as requested and performs other related duties as assigned.

Plans and executes successful events including preparation of pre- and post- event analyses to assess opportunities, provide recommendations for future actions and improvements, and implement as appropriate.

Accounting Responsibilities (15%)

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.

Processes invoices for payment to include requisition and check request; receive and process checks. Maintains appropriate back-up paperwork in files and ensures that payments are made in an accurate and timely manner.

Other Responsibilities

Answers and directs all incoming calls and use of paging system when necessary; assists other departments while relieving the Receptionist.

Performs other related work as required.

Materials and Equipment

Computer Mail Meter Photocopy Machine Paper Shredder

Minimum Qualifications Required

Education and Experience

High school diploma or G.E.D. Prefer to have secretarial courses from a technical or vocational school or training or experience which provides the required knowledge, skills, and abilities.

Licenses and Certifications

Driver License

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 report preparation, recordkeeping, interpersonal relations, and business communications both oral and written.

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

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

Ability to plan, organize, and prioritize to complete tasks in 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 Tulsa Metro Area Command.

Ability to maintain the confidential nature of the department.

Physical Requirements

Ability to meet attendance requirements.

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

Ability to perform routine mathematical computations.

Ability to keypunch information into a computer.

Ability to sort and file documents alphabetically and numerically.

Ability to operate general office equipment including a telephone, fax machine, photocopy machine and computer.

Ability to concentrate and strong 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.

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 is little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.