Administrative Assistant

Description

The Administrative Assistant supports the Business Manager and broader leadership team with general human relations and finance functions by providing effective administrative services.

Hours

• This is a Regular Part Time position with 20 hours per week.
  
  

Key Responsibilities

Under the direction of the Business Manager:

• Provides administrative support to Supports preparations for Accreditations and Audits.
• Drafts and types business correspondence
• Sorts and prioritizes administrative assignments within general guidelines
• Researches and responds to difficult inquiries on behalf of the Business Manager and/or leadership team, as assigned.
• Supports timely accounts payable invoice coding and submission via Octacom/Business World.
• Performs general office duties: answers telephone calls and directs inquirers; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries.
• Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and/or program files.
• Works with Business Manger to maintain Employee Database both online and hard copy, ensuring all employee information and certificates are uploaded into our system.
• Supports the preparation and submission of biweekly payroll information.
• Opens and distributes incoming mail and processes outgoing mail including materials of a confidential nature, in accordance with internal policy.
• May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed; may arrange for maintenance of office equipment.
• Prepares and receives paperwork for various projects and processes as assigned by supervisor - month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed
• Handles walk-in donations and issues temporary receipts; may prepare official tax receipts in Shelby system.
• Processes bank deposits; helps deliver deposits to the bank; as directed, submits deposit slips to THQ-Finance (Calgary).
• Assists with human 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 via phone and/or email.
• Assists Business Manager with grant tracking.
• Performs other duties as assigned.
  
  

Education

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completion of high school.
• Specialized applicable courses of at least 6 months (bookkeeping, office administration) will be considered as a strong asset.
  
  

NOTE: An alternative level of education and experience may be acceptable.

Experience

• At least 2 years of prior administrative/secretarial experience, including experience in dealing with office equipment/tools.
  
  

Skills And Capabilities

• Strong Microsoft Office (Word, Excel, Outlook, Powerpoint) and general computer skills, with ability to quickly learn and adapt unique SA IT systems.
• 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.
  
  

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.