Executive Secretary (3062) at The Salvation Army

Oklahoma City, Oklahoma, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Mar, 26

Salary

0.0

Posted On

18 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Secretarial Work, Email Management, Meeting Coordination, Confidentiality, Problem Resolution, Research Skills, Data Entry, Filing System Management, Communication Skills, Time Management, Attention to Detail, Multi-tasking, Diplomacy, Decision Making, Organizational Skills

Industry

Non-profit Organizations

Description

Job Details Job Location: AOK-Divisional HQ - Oklahoma City, OK 73116 Position Type: Full Time Regular Job Shift: Day Job Category: Admin Support Schedule: Monday - Friday, 8:15am - 4:30pm 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 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. 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. Physical Requirements Ability to meet attendance requirements. Ability to read, write, and communicate the English language. Ability to perform routine mathematical calculations. 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 tack, 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. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time. 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. Employee Benefits: • Paid Time Off • Retirement Savings Plan Available • Supplemental Insurance Available • Voluntary Life Insurance and more! 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 Driver's License Equal Opportunity Employer: Veterans | Disabled

Responsibilities

The Executive Secretary relieves the Divisional Commander of administrative details and performs complex secretarial work. Responsibilities include managing communications, preparing documents, and ensuring smooth office operations.