Salvation Army Southern Territory
Executive Secretary (115)
Salvation Army Southern Territory, Oklahoma City, Oklahoma, United States, 73101
Job Summary
Relieves the Divisional Commander of administrative detail; performs advanced, complex, and confidential secretarial work with a broad scope of responsibilities; coordinates information and arrangements for meetings and seminars; works independently and with little or no direct supervision for extended periods of time; ensures the office runs smoothly and with limited interruption while the supervisor is absent. 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. Administration/Secretarial Functions (95%) Receives and responds to questions or complaints directed to the Divisional Commander; works with the appropriate officer/department to resolve problems in a timely manner; attempts to resolve complaints and/or problems in a professional manner. Notifies the Divisional Commander when it is necessary to handle high priority/major issues. Monitors the Divisional Commander's email to prioritize tasks and ensure responses in a timely manner. Composes responses or transcribes dictated responses as instructed by the Divisional Commander. Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature such as officer service reviews, proposals, sermons, briefs, statistics, budgets, forms, invoices, documents, agendas, schedules, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same. Transcribes dictation and types of correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation. Serves as a liaison for other departments and/or divisions seeking information or services from the Divisional Commander; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness of all information provided; maintains the confidential nature of the position. 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 individuals of discoveries. 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. Prepares and maintains divisional records, career sheets, 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 department records; research department files to locate specific information found in documents, correspondence, lists, forms, etc. Develops and maintains a filing system of a variety of divisional correspondence, forms, cards, records, reports, and documents; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner. Receives, procures, opens and distributes department mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; opens mail marked "personal" and "confidential" when the Divisional Commander is absent; collects and prepares outgoing mail for the department. Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; meets with vendors and suppliers on a regular basis; orders equipment and any other special items required for the department operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible. Coordinates travel arrangements to include airline tickets, hotel reservations and local transportation arrangements; prepares Divisional Commanders itinerary to maintain awareness of travel plans; contacts Divisional Commander is cases of emergency. Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, as well as travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; coordinates travel arrangements for people attending conferences, meetings, etc.; processes deposits and payments received; coordinates international trips. Other Responsibilities (5%) Compiles the Yearly Divisional Personnel Review for the territorial review team during the divisional review. Prepares monthly travel schedule for the Divisional Officer Staff, Development Director and Bandmaster and distributes to the field officers and DHQ officers/employees. Sends personal greetings on behalf of the Divisional Leaders for all employee and active/retired officers' birthdays; active/retired officers' anniversaries. Orders flowers for employees of Divisional Headquarters as directed. Performs various bulk-mail activities; counts and sorts items to be mailed at bulk rate; obtains and applies correct labels to items to be mailed; distributes information regarding the department's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same. 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 related work as required. Performs other duties as assigned. Qualifications
Education and Experience: High school diploma or G.E.D. required supplemented by secretarial courses from a technical or vocational school preferred, and six 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/Licenses: None Physical Requirements: Ability to meet attendance requirements. Ability to read, write, and communicate the English language. Ability to perform routine mathematical calculations. Ability to transcribe dictation and type correspondence. 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 staff or outside contacts requiring assistance. Ability to work well under the pressure of deadlines. Ability to follow instructions and work independently with limited supervision. Ability to maintain the confidential nature of the department. Ability to exercise a high degree of tact, diplomacy, and confidentiality while working with high-ranking officials. Ability to make sound decisions and resolve operational problems in the absence of an immediate supervisor. Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Ability to plan, organize, and prioritize work in order to accomplish work 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. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.
Relieves the Divisional Commander of administrative detail; performs advanced, complex, and confidential secretarial work with a broad scope of responsibilities; coordinates information and arrangements for meetings and seminars; works independently and with little or no direct supervision for extended periods of time; ensures the office runs smoothly and with limited interruption while the supervisor is absent. 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. Administration/Secretarial Functions (95%) Receives and responds to questions or complaints directed to the Divisional Commander; works with the appropriate officer/department to resolve problems in a timely manner; attempts to resolve complaints and/or problems in a professional manner. Notifies the Divisional Commander when it is necessary to handle high priority/major issues. Monitors the Divisional Commander's email to prioritize tasks and ensure responses in a timely manner. Composes responses or transcribes dictated responses as instructed by the Divisional Commander. Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature such as officer service reviews, proposals, sermons, briefs, statistics, budgets, forms, invoices, documents, agendas, schedules, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same. Transcribes dictation and types of correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation. Serves as a liaison for other departments and/or divisions seeking information or services from the Divisional Commander; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness of all information provided; maintains the confidential nature of the position. 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 individuals of discoveries. 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. Prepares and maintains divisional records, career sheets, 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 department records; research department files to locate specific information found in documents, correspondence, lists, forms, etc. Develops and maintains a filing system of a variety of divisional correspondence, forms, cards, records, reports, and documents; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner. Receives, procures, opens and distributes department mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; opens mail marked "personal" and "confidential" when the Divisional Commander is absent; collects and prepares outgoing mail for the department. Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; meets with vendors and suppliers on a regular basis; orders equipment and any other special items required for the department operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible. Coordinates travel arrangements to include airline tickets, hotel reservations and local transportation arrangements; prepares Divisional Commanders itinerary to maintain awareness of travel plans; contacts Divisional Commander is cases of emergency. Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, as well as travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; coordinates travel arrangements for people attending conferences, meetings, etc.; processes deposits and payments received; coordinates international trips. Other Responsibilities (5%) Compiles the Yearly Divisional Personnel Review for the territorial review team during the divisional review. Prepares monthly travel schedule for the Divisional Officer Staff, Development Director and Bandmaster and distributes to the field officers and DHQ officers/employees. Sends personal greetings on behalf of the Divisional Leaders for all employee and active/retired officers' birthdays; active/retired officers' anniversaries. Orders flowers for employees of Divisional Headquarters as directed. Performs various bulk-mail activities; counts and sorts items to be mailed at bulk rate; obtains and applies correct labels to items to be mailed; distributes information regarding the department's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same. 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 related work as required. Performs other duties as assigned. Qualifications
Education and Experience: High school diploma or G.E.D. required supplemented by secretarial courses from a technical or vocational school preferred, and six 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/Licenses: None Physical Requirements: Ability to meet attendance requirements. Ability to read, write, and communicate the English language. Ability to perform routine mathematical calculations. Ability to transcribe dictation and type correspondence. 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 staff or outside contacts requiring assistance. Ability to work well under the pressure of deadlines. Ability to follow instructions and work independently with limited supervision. Ability to maintain the confidential nature of the department. Ability to exercise a high degree of tact, diplomacy, and confidentiality while working with high-ranking officials. Ability to make sound decisions and resolve operational problems in the absence of an immediate supervisor. Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Ability to plan, organize, and prioritize work in order to accomplish work 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. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.