Administrative Assistant (5689)

THE SALVATION ARMY•Miami, FL

12d•Onsite

About The Position

This position is responsible for relieving a department head or administrative level officer of administrative detail and administration operations, functions, and duties. It assists with general Corps programming, performs advanced, complex, and often confidential administrative work with a broad scope of responsibilities. The role involves preparing advanced and technical reports and spreadsheets from start to finish, preparing statistical reports, assisting with Corps program planning, and coordinating information and arrangements for meetings and seminars. The position also responds to inquiries regarding departmental operations and ensures the office runs smoothly while the supervisor is absent. Additionally, the Administrative Assistant may serve as a lead worker to one or two clerical employees.

Requirements

Two year degree or equivalent college coursework, AND Four years progressively responsible experience performing administrative work in a general office, OR Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Ability to meet attendance requirements.
Ability to read, write, and communicate the English language.
Ability to key information into a computer.
Ability to work well under the pressure of deadlines.
Ability to follow instructions and work independently with limited supervision.
Valid state driver’s license may be required.

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.
Performs varied and/or routine administrative duties for the administrative office.
Prepares or assists in preparing statistical reports related to Corps programs.
Assists in establishing general policy and mission for Corps programs.
Assists with the administrative detail of designing, overseeing, and evaluating Corps programs.
Coordinates and processes a wide range of administrative responsibilities associated with the preparation and administration 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 provide administrative support and to ensure that arrangements are in order before, during and after the event.
Assists with Salvation Army special events to include kettles, Angel Tree, Toy Shop, Summer Camp, etc; this may include administrative detail, assistance in planning, leading, participating as needed/directed.
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.
Researches files, accounts, records, etc. to resolve problems and/or correct documented information.
Informs appropriate people of discoveries.
Performs other related work as required.