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 performs a variety of administrative duties for the Cambridge Citadel and Community Family Services.

Accountabilities:

Administration

• Draft and type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
• Perform general office duties such as answer and screen telephone calls and direct inquiries and answer inquiries, greet and escort visitors, file documents electronically or manually; photocopy and distribute materials as requested; and send and receive fax/email material as requested; resolve routine inquires and assist with visitor entry into building.
• Draft and prepare presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval (e.g. power point presentations)
• Maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records; maintain input into Salvation Army Management Information System (S.A.M.I.S) and prepare year-end reports.
• Draft and distribute thank you letters to volunteers and donors.
• Schedules meetings on behalf of Corps Officer, prepares agenda and takes minutes (when required by Corps Officer), types, and distributes minutes.
• Prepare (as specified by Corps Officer) and receives all paperwork for various projects and processes (e.g., annual Corps Membership Review, program proposals); assists the Corps leaders with local corps related projects.
• Maintain Corps Directory, all rolls pertaining to Corps and the corps website ensuring it is up to date (as required).
• Maintain and ensure that employee records/personnel files are up to date; maintain all employee confidential hard copy/electronic employee files.
• Coordinate and maintain archiving of personnel files in compliance with applicable Salvation Army and legal requirements.

Business/Finance

• Perform duties such as issuing donor receipts for income tax purposes, weekly bank deposits, filing of bank records.
• Use Business World to submit expenses for the Ministry Unit
• Perform required payroll/timekeeping function in Workday
• Perform various accounting duties such as coding of accounts payable invoices, accounts receivable, receipting, and other related accounting duties as required.

General

• Open and distribute incoming mail and process out-going mail, which maybe of confidential nature, receive parcel(s) and distribute to the appropriate person(s).
• Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
• Order all stationery supplies and maintain adequate inventory of office and janitorial supplies and other supplies.
• Contacts contractors, service people for equipment and / or property maintenance.
• Work with the Corps Officer to ensure that internal systems follow Territorial policies, procedures, and internal standards.
• Monitor adherence to all relevant Salvation Army Minutes, advising Corps officers of deviations and chronic problems.
• Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.
• Perform other related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: N/A

Internal:

• Corps Officers, staff, and volunteers

External:

• Routine/clarifying interactions with visitors and clients.
• As directed may liaise with community partners.

MANAGERIAL/Technical Leadership RESPONSIBILITY:

• This position reports directly to the Corps Officer or designate
• The incumbent is reponsible for his/her own time and effort only

FINANCIAL AND MATERIALS MANAGEMENT:

• Completes bank deposits on behalf of the Church and Community Family Services
• Handles gift card register

WORKING CONDITIONS:

• This is a permanent part-time position based on 20 hours per week.
• Working environment is typically in the office in generally agreeable conditions.
• Ability to lift/move 10 lbs.
• Occasional travel (up to 5%) is associated with this position.

Normal Hours of work: the hours of work and work schedule will be determined in consultation with the supervisor. Some flexibility in scheduling is required. Shifts will be scheduled between Monday to Thursday and includes a ½ hour unpaid meal break where applicable.

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, Qualifications and Certifications:

• Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration will be considered as an asset.
• Valid Ontario Class "G" Driver's License, personal vehicle and insurance is required.

Experience and Skilled Knowledge Requirements

• Minimum of three (3) years of prior related experience, including, administrative experience and experience dealing with office equipment and tools.
• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, etc.

Alternative combinations of education and experience may be considered.

Skills and Capabilities:

• Maintain information in confidence as required.
• Participate as an active and responsible team member.
• Represent the organization in a positive, professional, and engaging manner.
• Able to work in a consultative, diplomatic and tactful manner.
• Effective organizational and time management skills - self-motivated and disciplined self-starter.
• Strong administrative, interpersonal and communication skills both oral and written.
• Proficient in office procedures, i.e., telephone, photocopier, scanner, fax machine, room reservations, etc.
• Ability to work in a fast-paced environment, with proven attention to detail and aptitude for accuracy and thoroughness with consistent follow-up skills and flexibility.
• Demonstrate strong organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Adaptable, proactive, a self-starter and the ability to work independently.
• Ability to use tact and diplomacy when dealing with the public, both in person and on the telephone
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.
• 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.
• 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:

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 Recruitment.Accommodations@salvationarmy.ca if you have a need for any accommodation and we will be pleased to discuss this with you.