Administrative Assistant I (8300)

The Salvation Army•Bartlesville, OK

12d•Onsite

About The Position

The Administrative Assistant I will greet and assist employees and guests to The Salvation Army, providing accurate information regarding office operations and services. This role involves performing a variety of clerical and secretarial tasks to ensure the smooth operation of an assigned office, processing routine paperwork, preparing meeting minutes, filing, answering telephones, and managing incoming/outgoing mail. The position requires maintaining employee and office records, reports, calendars, and databases accurately and efficiently. It also involves distributing information about Salvation Army services and programs, assisting with special projects and seasonal events like the Christmas Kettle Program, and maintaining confidentiality. Additionally, the role includes ordering office supplies and equipment, preparing service requests for repairs, and setting up meeting rooms.

Requirements

High school diploma or G.E.D. required.
Proficient in Microsoft Word and Excel.
Two years plus experience performing clerical work in an office environment, or any equivalent combination of training and experience.
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.
Ability to answer the telephone in a courteous and tactful manner.
Ability to follow instructions, plan and organize work, and work under limited supervision.
Ability to prepare and maintain personnel records accurately.
Ability to provide immediate supervision to the receptionist, assigning tasks and checking work.
Requires valid state driver's license.
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 key data information into 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.
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.

Nice To Haves

Additional secretarial and leadership seminars or courses preferred.

Responsibilities

Greets and assists employees and guests, providing accurate information and resolving complaints.
Performs clerical and secretarial work for office operations.
Processes routine paperwork, prepares minutes for meetings, and files information.
Answers the telephone and provides general information.
Processes incoming and outgoing mail, including bulk mail activities.
Maintains employee and office records, reports, calendars, databases, journals, books, logs, and lists.
Updates, posts, and indexes information, and inputs data into the computer.
Researches office files to locate information for reports.
Sorts, collates, and distributes mail accurately and timely.
Collects and prepares outgoing mail.
Performs routine filing of correspondence, forms, records, and documents.
Maintains and utilizes the bring-up filing system, ensuring organization.
Prepares various correspondence, including Corps communication and business correspondence.
Photocopies and shreds various items.
Distributes information regarding Salvation Army services, programs, conferences, and seminars.
Compiles and ensures accuracy of mailing lists.
Provides clerical and secretarial support for special projects, seasonal events, and meetings.
Assists in coordinating arrangements and volunteers for the Christmas Kettle Program.
Maintains confidentiality at all times.
Orders office supplies and equipment, ensuring adequate inventory.
Reviews office supply catalogs and orders items economically.
Prepares service requests for office machine and computer repairs.
Assists in setting up and cleaning meeting rooms.
Performs other duties as assigned.