Administrative Assistant

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Accountabilities

Job Description:

• General Administration
• Perform general office duties such as answers and screens telephone and directs enquires and answers inquires; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries.
• Draft and type correspondence or generates reports (e.g., letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy; researches and responds to difficult enquiries on behalf of the corps officers.
• Draft and prepare church bulletins, presentations, brochures, fliers, advertisements, invitations, certificates subject to Corps Officer approval (e.g., power point presentations)
• Input statistical information using SAMIS Software and sends completed forms monthly to DHQ, and follows up with staff with reminders if stats have not been received.
• Handle and ensure the protection of extremely confidential and sensitive employee/Officer and/or program files.
• Schedule meetings, prepare agenda, types and circulate minutes.
• Keep track of the Corps Officers’ calendars.
• Open and distribute incoming mail and process out-going mail including materials of a confidential nature; receive parcels and distributes to the appropriate persons.
• Order all stationery supplies and maintain adequate office supplies and other supplies as needed (janitorial supplies; kitchen supplies); Maintains postage stamp supply; arranges for maintenance of office equipment.
• Provide administrative support to the Christmas Kettle Ministry such as recording to Kettle System Income Recorder etc.
• Keep the supply room neat and organized and orders supplies as required for all areas
• File documents manually/electronically for all departments, photocopies and distributes materials as requested, emails materials as needed
• Assist with maintenance of all buildings, include overseeing routine maintenance issues, i.e. furnace not working, and SA vehicles, etc., obtains property maintenance quotes as required
• Finance
• Assist with weekly bank deposits including member contributions, food bank and kettle donations and makes deposit at the bank.
• Prepare donation tax receipts in Shelby as requested by Corps Leader for distribution; file/maintain various reports and documents in a secure location and maintain the financial mail-out data base.
• Prepare a detailed list of all gift cards which must be maintained, including documentation for their use as well as a log for the receipt of gift cards distributed to the recipient where possible and on a monthly basis complete a reconcilation of gift cards on hand.
• Review and accept invoices for payment in Agresso, corrects coding if required and forwards for approval as well as process reimbursements, cheque vouchers and internal transfers.
• Process TEM for all the staff including Corps Officers and Family and staff and Element Report for ministry van and Corps Officers’ program vehicle; track all leases and insurances.
• Process Element Report for ministry van and Corps Officers’ program vehicle.
• Keeps track of all leases and insurances.
• Community & Family Services
• Assist with Community & Family Services Programs such as Christmas Assistance, Winter Coats drive, Backpacks & School Supplies drive, Camps, Ladies Group, and other programs.
• Enter information in encoding Link2Feed data records
• Assist clients as required with their needs such as food bags, thrift store vouchers, etc. as instructed by the Community and Family Services Coordinator.
  
  

Perform Other Related Duties As Required.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal

• Corps Officers, staff, and volunteers
  
  

External

• Routine/clarifying interactions with visitors and clients
• Liaise with various outside vendors and contractors as assigned
  
  

Managerial/Technical Leadership Responsibility

• This position reports directly to the Corps Leader.
• Direct reports: N/A
• The incumbent is responsible for his/her own time and effort only.
  
  

Financial And Materials Management

• This position is involved in minor financial matters; authorized to spend, disburse, or collect small amounts of cash and providing some input to supplies/equipment for purchase, with respect to own job.
• This role maintains the supply room and emergency food/clothes for homeless clients.
• Responsible for ensuring the secure storage of gift cards in the safe until distributed.
  
  

Working Conditions

• This is a regular part-time position based on 26 hours per week.
• Typically, in an office environment with little to no travel required and in generally comfortable conditions
• Would serve and be exposed to disagreeable people or people in various living conditions a few times a week
• May involve applying physical force to move/lift/transport materials of up to 20 lbs.
• Travel is associated with this position {5 to 10%} for bank deposits etc.; required to use a Salvation Army program vehicle when available.
  
  

Normal hours of work: Tuesday to Friday, 9:00 a.m. to 4:00 p.m. and includes a ½ hour unpaid meal break.

Note: There will be a seasonal temporary increase in hours to a maximum of 35 hours per week during the last two weeks of November, the month of December, and the first two weeks of January.

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

Education And Experience Qualifications

Education, Qualifications and Certifications:

• Completion of a High School Diploma.
• Valid Ontario Class “G” Driver’s License, access to a vehicle and insurance, current copy of driver’s abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.
  
  

Experience And Skilled Knowledge Requirements

• Minimum 2-3 years’ secretarial/ administrative experience is required.
• The ability to write / speak Farsi would be a definite asset.
• Good working knowledge of Microsoft Word, Excel, Lotus Notes, Publisher, PowerPoint and Easy Worship or the ability to learn quickly is essential.
  
  

Alternative combinations of education and experience may be considered

Skills And Capabilities

• Must have strong time management ability.
• Good interpersonal skills and sound judgment.
• Ability to work independently, with minimum supervision and work cooperatively in a team setting.
• Strong organizational skills and the ability to multi-task are essential.
• Ability to communicate effectively in English both orally and in writing with employees and the public etc.
• Ability to follow and implement the Salvation Army Standards, Policies and Procedures.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening as required.
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.
  
  

Compensation

The target hiring range for this position is $17.61 to $22.01 with a maximum of $26.41.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.