Administrative Assistant I

Paycom - ATS; Bartlesville (OK); On-site; USD 32,000 - 42,000; Full time

Job summary

The Salvation Army in Bartlesville is seeking a front desk/administrative assistant to greet employees and guests, answer calls, manage mail, and support office operations. The role emphasizes accuracy, confidentiality, and courteous service.

You will prepare meeting minutes, maintain personnel and office records, and assist with supplies for daily operations and seasonal events, while upholding professional communication and teamwork.

Qualifications

• High school diploma or GED required; secretarial training preferred.
• Proficient in Microsoft Word and Excel.
• Two years plus clerical office experience preferred.

Responsibilities

• Greets and assists employees and guests with information on office operations and services.
• Answers telephone and provides general information; directs callers as needed.
• Processes mail, distributes information, and maintains filing systems.
• Prepares minutes for meetings and supports special projects and events.

Skills

Microsoft Word

Microsoft Excel

Data entry

Telephone etiquette

Education

High school diploma or GED

Tools

Photocopier

Adding machine

Telephone system

Job description

Schedule/Hours: Monday-Friday 8-5Greets and assists employees and guests to The Salvation Army. Provides accurate and complete information regarding office operations and/or services; and attempts to resolve complaints in a calm, courteous and tactful manner.Performs a variety of clerical and secretarial work necessary for the smooth operation of an assigned office; processes a variety of routine paperwork necessary for office operations; prepares minutes for meetings; files and records information; answers the telephone and provides general information regarding the office operations and/or services; processing incoming/outgoing mail for an assigned area.Essential FunctionsThis 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.Administrative (90%)Prepares and maintains employee records, office records, reports, calendars, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain office records; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.Receives, sorts, collates and distributes mail in an accurate and 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, counts, and sorts items to be mailed at bulk rate.Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner.Prepares various correspondence including but not limited to, Corps communication, business correspondence, etc.Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.Distributes information regarding Salvation Army services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.Performs various clerical and secretarial support work associated with special projects, seasonal events, and conference and committee meetings; assists in coordinating arrangements and volunteers for the Christmas Kettle Program.Maintains a level of confidentiality at all times.Other Responsibilities (10%)Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; orders equipment and any other special items required for the office operations including supplies for the photocopy machine; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.Prepares service requests for office machine and computer repairs.Assists in setting up meeting rooms; ensures they are properly set up and cleaned before and after meeting.Performs other duties as assigned.Equal Opportunity Employer: Veterans | DisabledEducation and ExperienceHigh school diploma or G.E.D. required with additional secretarial and leadership seminars or courses preferred; 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, which provides the required knowledge, skills, and abilities.Knowledge, Skills and AbilitiesKnowledge 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 to ensure that items can be retrieved in a timely manner.Ability to answer the telephone in a courteous and tactful manner.Ability to follow instructions plans and organizes work, and work under limited supervision.Ability to prepare and maintain personnel records in an accurate, complete and timely manner.Ability to provide immediate supervision to the receptionist; assigning tasks, checking work at frequent intervals.Certifications/LicensesRequires valid state driver's license.Physical RequirementsAbility 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.