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.

Job Description

POSITION PURPOSE SUMMARY:

The Administrative Assistant provides support in the areas of finance, bookkeeping, reception, record-keeping, data entry, and internal and external communication. The position completes work assignments for the Corps (church) and Community and Family Services.

Accountabilities

• Administrative Support
• Make decisions on routine and urgent administrative matters in the absence of the supervisor
• Assist in the preparation for reviews and follow-up; support the Corps Officer in ensuring that internal systems follow Territorial policies, procedures, and internal standards.
• Create and oversee kettle scheduling and assist in ensuring that kettle locations are adequately staffed; maintain the online database.
• Ensure office events calendar is up to date.
• Oversee that all Ministry Unit property i.e., upkeep, inspections, insurance, repairs, service contracts, quotations etc. are completed as directed, as required.
• Assist draft and process the administration documents for all building contract and rental lease agreements and maintain control logs.
• Ensure all Police Checks/Praesidium Armatus training are up to date for staff and volunteers.
• Maintain current fixed asset inventory; ensure that a yearly inventory is completed, maintains adequate insurance coverage.
• Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.
• Create and Edit weekly Easy Worship slides for Worship Services.
• Draft and type correspondence, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
• May schedule or keep track of supervisor’s calendar; make travel arrangements etc.
• Develop and prepare brochures, fliers, posters, newsletters, website, and social media.
• Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, hours worked etc.), maintains input into The Salvation Army Management Information System – S.A.M.I.S., Corps Directory, all Rolls and Registers.
• Maintain confidentiality and keeps accurate employee, Officer, and statistical reports.
• Finance
• Perform various accounting duties such as bookkeeping, accounts payable invoices are coded according to the budget and submitted for payment to Octocom/Agresso in a timely manner to avoid late fees, accounts receivable, issues official tax receipts, handles and reconciles petty cash and other related accounting duties, e.g., bank deposits, TEM, Agresso, officer expense claims, check requests, audits etc.
• Collect required information to assist Regional Accounting in the preparation of the annual T3010.
• Process cash receipts and contributions/monetary donations from the general public, church members, clients, etc. issuing tax receipts as required for charitable giving.
• Prepare and deposit funds to the local bank and enters into the accounting system, liaise with local banks on issues pertaining to the ministry unit.
• Ensure the maintenance and accuracy of ledgers through regular review of ledgers in all departments, draft, and process journal entries into the financial system of the ministry unit.
• Maintain proper records and assist with ensuing that all legal requirements concerning the finance of the Ministry Unit are met; monitor stored financial reports and destroys old reports as per retention of records policies.
• General Office Duties
• Perform general office duties such as answers, screens telephone, and directs enquiries and answers inquiries, picks up incoming mail and processes outgoing mail.
• Ensure that guests to the facility sign in/out.
• Schedule meetings, prepares agenda, and takes minutes; types and circulates minutes as required; draft, prepare, and distribute weekly bulletins, monthly calendar, posters, invitations, etc.
• Assist with the Christmas Mailing appeal preparation, processing deposits, receipting and thank you letters.
• Receive and respond to telephone calls from volunteers or general public inquiring about volunteering for seasonal programs.
• Order and maintain an adequate supply of all stationery, office, and janitorial supplies; ensure foyer is welcoming and appropriate material in on display.
• Schedules for after service refreshments, ushers, etc.
• Maintain Front Signage as directed by Corps Officer.
• Maintain a neat, tidy, and safe work area and ensure area is left neat at end of shift.
• Process out-going mail including courier parcels and materials of a confidential nature; receives parcels and distributes to the appropriate persons; assist with the daily general mail opening.
• Adhere to all Salvation Army health and safety policies and procedures; comply with all instructions from the employer concerning health and safety as per the Occupational Health & Safety Act and Regulations and WSIB.
  
  

Perform Other Duties As Required

CRITICAL RELATIONSHIP MANAGEMENT

Internal

• Supervisor, Corps Officer, staff, volunteers
  
  

External

• Community
  
  

Managerial/Technical Leadership Responsibility

• This position reports directly to the Corps Officers.
• This role is an individual contributor, providing support and incidental guidance to others.
  
  

Financial And Materials Management

• This role is responsible for managing petty cash, care, and control of gift cards, for the safekeeping and appropriate use of a corporate credit card for the purchase of needed supplies and bill payments.
• Perform various accounting duties, petty cash, bank deposits, TEM, Agresso etc.
• Prepare the annual budget in consultation with the Corps Officer and submit the final draft to DHQ Finance; monitors budget and refer discrepancies to the Corps Officer.
• Maintain and track files and fixed asset inventory (i.e., stationery, office, and janitorial supplies).
  
  

Working Conditions

• This is a full-time contract 12-month contract position based 35 hours per week.
• Working environment is typically in the office in generally agreeable conditions.
• Work exposes to disagreeable/angry clients.
• Ability to lift/move up to 20 lbs.
• The working conditions are such that in order to meet the operational needs of the job, flexibility in scheduling is required as it relates to hours of work and work schedule; may require work outside of regular business hours.
• Some travel is associated with this position.
  
  

Normal hours of work: 9:00 a.m. to 4:30 p.m., Monday to Friday and includes a ½ hour unpaid meal break.

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

• Completion of a Community College program, preferably the completion of a certificate or diploma in Administration, Business Administration, or related field
• May require screening through The Salvation Army Abuse Registry.
• Alternative combinations of education and experience may be considered.
  
  

Experience And Skilled Knowledge Requirements

• Minimum of three years of prior related experience and senior administrative experience, general accounting experience and use of office equipment/tools
• Fund and branch accounting experience would be an asset
• Knowledge of Shelby, SAMIS, UltiPro, Agresso and Archibus Volunteer Scheduler Pro data bases would be an asset
• A valid Ontario Class “G” Driver’s License, a current Driver’s Abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
  
  

Skills And Capabilities

• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, etc.
• Typing speed of 50 words per minute.
• Adaptable, proactive and a self-starter.
• Ability to maintain information in confidence and exercise good judgement.
• Ability to learn, adapt, and utilize technology and processes quickly.
• Attention to detail, problem solving and analytical skills.
• Self-motivated/disciplined.
• Ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Self-directed with superior organizational skills, attention to detail, time management skills, ability to prioritize and effectively handle multiple priorities/tasks; the ability to complete assignments and meet competing deadlines with minimal supervision.
• Ability to clearly and concisely, compose/proofread/edit documents such as letters, memos, and e-mail.
• Must have strong interpersonal and communication skills (written/oral).
• Ability & 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.
• 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 $20.25 to $25.31 with a maximum of $30.37.

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.