Administrative Assistant II - Facilities (6141)

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    "jobId": 99371,
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    "jobTitle": "Administrative Assistant II - Facilities (6141)",
    "location": "AOK-Tulsa AC - Tulsa, OK 74112",
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    "clientCode": "14R02",
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    "description": "<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><b><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\"><span style=\"color:red\">Job Summary</span></span></span></b></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Performs advanced, complex, and often confidential work with a broad scope of responsibilities; prepares reports and spreadsheets from start to finish; coordinates information and arrangements for meetings, projects, and operational activities.&nbsp; &nbsp;</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Provides administrative support for Operations and Facilities functions including coordination of maintenance communications, vendor interactions, work order administration, record maintenance, project tracking, and support of Area Command operational activities.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><b><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\"><span style=\"color:red\">Essential Functions</span></span></span></b><b>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; </b></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><b><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">This job description should not be interpreted as all inclusive.&nbsp; It is intended to identify the essential functions and requirements of this position.&nbsp; The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.</span></span></b></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"tab-stops:9.0pt\"><span style=\"text-autospace:none\"><span style=\"font-family:Courier\"><b><u><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Administrative Support Responsibilities for Operations (60%) </span></span></u></b></span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:8.0pt\"><span arial=\"\" style=\"font-family:\">Coordinates administrative support activities for Operations and Facilities functions including maintenance communications, scheduling, reporting, and project coordination.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Receives and routes maintenance-related calls, requests, and service concerns to appropriate Facilities personnel and assists with follow-up communications as needed.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Assists with administration and coordination of maintenance work orders utilizing UpKeep software, including communication with department leadership, tracking requests, and maintaining accurate records.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">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, programs, statistics, invoices, agendas, ensures the accuracy, completeness, and timeliness of the same.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">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.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Research, compiles, interprets, and summarizes information for various reports, and special projects; research files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate people of discoveries.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Develops and maintains a filing system of a variety of correspondence, forms, cards, records, reports, vendors, vehicle lists and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Answers telephone in a courteous and tactful manner; schedules appointments; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Assists with the administration and maintenance of fleet vehicle records, including tracking vehicle lists, coordinating maintenance and service schedules, maintaining documentation, and communicating with staff and vendors regarding fleet-related needs and repairs.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"tab-stops:9.0pt\"><span style=\"text-autospace:none\"><span style=\"font-family:Courier\"><b><u><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Event/Meeting Planning Responsibilities (25%) </span></span></u></b></span></span></span></span></p>\r\n\r\n<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Coordinates and assists with planning, scheduling, preparation, and administrative support for Property Committee, Finance Committee, Operations meetings, and other leadership or committee meetings as directed by the Operations Manager.</span></span></span></span></p>\r\n\r\n<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"tab-stops:9.0pt\"><span style=\"text-autospace:none\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Compiles information for booklets, kits, notebooks, etc. for conferences, seminars, meetings.</span></span></span></span></span></span></p>\r\n\r\n<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"tab-stops:9.0pt\"><span style=\"text-autospace:none\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Coordinate arrangements for routine meetings; ensure that meeting rooms are properly and cleaned before and after meetings; prepare food and drink as necessary.</span></span></span></span></span></span></p>\r\n\r\n<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"tab-stops:9.0pt\"><span style=\"text-autospace:none\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Performs various clerical and support work associated with special projects, seasonal events, and committee meetings. Leads special projects as requested and performs other related duties as assigned.</span></span></span></span></span></span></p>\r\n\r\n<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Plans and executes successful events including preparation of pre- and post- event analyses to assess opportunities, provide recommendations for future actions and improvements, and implement as appropriate.</span></span></span></span></p>\r\n\r\n<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"tab-stops:9.0pt\"><span style=\"text-autospace:none\"><span style=\"font-family:Courier\"><b><u><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Accounting Responsibilities (15%) </span></span></u></b></span></span></span></span></p>\r\n\r\n<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"tab-stops:9.0pt\"><span style=\"text-autospace:none\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Prepares and maintains records, 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 records; research files to locate specific information found in documents, correspondence, lists, forms, etc.</span></span></span></span></span></span></p>\r\n\r\n<p style=\"text-align:justify\"><span style=\"font-size:12pt\"><span style=\"tab-stops:9.0pt\"><span style=\"text-autospace:none\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Processes invoices for payment to include requisition and check request; receive and process checks.&nbsp; Maintains appropriate back-up paperwork in files and ensures that payments are made in an accurate and timely manner.</span></span></span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><b><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\"><span style=\"color:red\">Other Responsibilities </span></span></span></b></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Answers and directs all incoming calls; assists other departments while relieving the Receptionist.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Assists with the administration and coordination of insurance claims, including gathering and submitting documentation, communicating with insurance representatives and departments, maintaining claim records and files, monitoring claim status, and ensuring timely follow-up on outstanding items.</span></span></span></span></p>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Performs other related work as required.</span></span></span></span></p>\r\n\r\n<div class=\"WordSection1\">\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><b><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\"><span style=\"color:red\">Physical Requirements</span></span></span></b></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to meet attendance requirements.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to read, write, and communicate the English language.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to perform routine mathematical computations.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to keypunch information into a computer.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to sort and file documents alphabetically and numerically.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to operate general office equipment including a telephone, fax machine, photocopy machine and computer.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to concentrate and strong attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to work well under the pressure of deadlines.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Ability to follow instructions and work independently with limited supervision.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Duties are usually performed seated.&nbsp; Sitting may be relieved by brief or occasional periods of standing or walking.</span></span></span></span></span></p>\r\n\r\n<p><span style=\"page:WordSection1\"><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><b><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\"><span style=\"color:red\">Working Conditions</span></span></span></b></span></span></span></p>\r\n</div>\r\n\r\n<p><span style=\"font-size:12pt\"><span style=\"font-family:Courier\"><span style=\"font-size:9.0pt\"><span arial=\"\" style=\"font-family:\">Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.</span></span></span></span></p>\r\n\r\n<p>&nbsp;</p>\r\n\r\n<p><strong>Employee Benefits</strong>:</p>\r\n\r\n<p>Paid Time Off</p>\r\n\r\n<p>Retirement Savings Plan</p>\r\n\r\n<p>Supplemental Insurance</p>\r\n\r\n<p>Voluntary Life and more!</p>\r\n",
    "jobCategory": "Admin Support",
    "salaryRange": "$18.00 - $20.00 Hourly",
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Leads special projects as requested and performs other related duties as assigned.\\r\\n\\r\\nPlans and executes successful events including preparation of pre- and post- event analyses to assess opportunities, provide recommendations for future actions and improvements, and implement as appropriate.\\r\\n\\r\\nAccounting Responsibilities (15%) \\r\\n\\r\\nPrepares and maintains records, 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 records; research files to locate specific information found in documents, correspondence, lists, forms, etc.\\r\\n\\r\\nProcesses invoices for payment to include requisition and check request; receive and process checks.&nbsp; Maintains appropriate back-up paperwork in files and ensures that payments are made in an accurate and timely manner.\\r\\n\\r\\nOther Responsibilities \\r\\n\\r\\nAnswers and directs all incoming calls; assists other departments while relieving the Receptionist.\\r\\n\\r\\nAssists with the administration and coordination of insurance claims, including gathering and submitting documentation, communicating with insurance representatives and departments, maintaining claim records and files, monitoring claim status, and ensuring timely follow-up on outstanding items.\\r\\n\\r\\nPerforms other related work as required.\\r\\n\\r\\n\\r\\nPhysical Requirements\\r\\n\\r\\nAbility to meet attendance requirements.\\r\\n\\r\\nAbility to read, write, and communicate the English language.\\r\\n\\r\\nAbility to perform routine mathematical computations.\\r\\n\\r\\nAbility to keypunch information into a computer.\\r\\n\\r\\nAbility to sort and file documents alphabetically and numerically.\\r\\n\\r\\nAbility to operate general office equipment including a telephone, fax machine, photocopy machine and computer.\\r\\n\\r\\nAbility to concentrate and strong attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance.\\r\\n\\r\\nAbility to work well under the pressure of deadlines.\\r\\n\\r\\nAbility to follow instructions and work independently with limited supervision.\\r\\n\\r\\nLimited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.\\r\\n\\r\\nDuties are usually performed seated.&nbsp; Sitting may be relieved by brief or occasional periods of standing or walking.\\r\\n\\r\\nWorking Conditions\\r\\n\\r\\n\\r\\nWork is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.\\r\\n\\r\\n&nbsp;\\r\\n\\r\\nEmployee Benefits:\\r\\n\\r\\nPaid Time Off\\r\\n\\r\\nRetirement Savings Plan\\r\\n\\r\\nSupplemental Insurance\\r\\n\\r\\nVoluntary Life and more!\\r\\nQualificationsMINIMUM QUALIFICATIONS REQUIRED\\r\\n\\r\\nEducation and Experience\\r\\n\\r\\nHigh school diploma or G.E.D. 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