Administrative Assistant - B

Description

To assist in the Alberni Valley Salvation Army business and employment relations functions, providing administrative support to Corps Officers/Executive Directors and the Administrative Coordinator.

Hours

• Part Time – 20 hours/week
  
  

Key Responsibilities

• Provides backup support/relief coverage for the administrative team as needed.
• Draft and type business correspondence; sort and prioritize assignments within general guidelines; research and respond to difficult inquiries on behalf of the supervisor as assigned.
• Accounts payable invoice coding and ensures they are paid in a timely manner.
• Perform general office duties such as answers telephone calls and directs and answers inquiries; greets and escort visitors; file documents electronically or manually; photocopy and distribute materials as requested; send and receive fax/email material as requested; resolve routine inquiries.
• Handle and ensure the protection of extremely confidential and sensitive employee/Officer, client and/or program files.
• Maintaining Employee Database both online and hard copy. Ensuring all employees information and certificates are uploaded into our system.
• Preparing and submitting the Biweekly payroll information.
• Open and distribute incoming mail and process outgoing mail including materials of a confidential nature.
• May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed, may arrange for maintenance of office equipment.
• Prepare and receive paperwork for various projects and process as assigned by supervisor - month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed
• Handling walk-in donations, and issue temp receipts; preparing official tax receipts.
• Processing bank deposits; help deliver deposits to the bank.
• Assist with employment relations correspondence; typing correspondence and preparing registered letters as assigned by supervisor.
• Reviews and processes account reconciliations.
• May liaise with donors in a pleasant manner through phone and email regarding donations.
• Assists with grant tracking.
• Perform other duties as assigned.
  
  

Education/Certifications

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completion of high school, plus specialized applicable courses of at least 6 months. (bookkeeping, office administration).
  
  

Experience

• At least 1-year prior experience, including experience in dealing with office equipment/tools and administrative/secretarial experience.
  
  

Required Skills/Knowledge

• Take universal precautions.
• A proven ability to work in a team setting as well as a willingness to take personal initiatives.
• The ability to adapt to interruptions in a normal work routine, and work in a fast-paced environment.
• The ability to maintain confidentiality.
• A willingness to adhere to a dress code of modesty, neatness and cleanliness.
• An understanding of and support for the Mission Statement of the Salvation Army in Canada.
• The successful applicant must have, or be willing to obtain, a criminal record check, clearance from the National Abuse Registry.
• Microsoft Office and computer skills.
  
  

Preferred Skills/Capabilities

• Must be detail oriented, possess a strong sense of integrity, confidentiality with professional ethics.
• Familiarity with non-profit funding processes and procedures and asset.
  
  

Successful candidates, prior to hiring, may be required to provide:

• Background check consent.
• A clear vulnerable sector screening.
  
  

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.