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 position leads and coordinates all secretarial and administrative duties in the ministry for London Citadel.

Accountabilities:

General Administration

• Perform general office duties such as answers and screens telephone calls and directs enquiries and answers inquiries; 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 correspondences 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.
• Handle and ensure the protection of extremely confidential and sensitive employee/Officer and/or program files.
• Draft and distribute thank you letters to volunteers and donors.
• Assist with the preparation for the Annual Ministry Unit Review.
• Maintain databases (e.g., volunteer information, contact lists, inventory, hours worked); may input data into The Salvation Army Management Information System – S.A.M.I.S and UltiPro
• Draft and prepare church bulletins, newsletters, presentations, brochures, flyers, advertisements, invitations, certificates subject to Corps Officer approval (e.g., power point presentations), and post approved information to social media.
• Perform minor updates and/or adjustments to Corps webpage.
• Schedule meetings, prepare agendas, type, and circulate minutes.
• Keep track of the Corps Officers' calendars.
• Open and distribute in-coming mail and processes out-going mail including materials of a confidential nature; receives parcels and distributes to the appropriate persons.
• Order all stationery supplies and maintains adequate office supplies and other supplies as needed (janitorial supplies; kitchen supplies); Maintains postage stamp supply; arranges for maintenance of office equipment.
• Ensure the general cleanliness and orderliness of the front entrance and reception area, update publications and displays as required.
• Administrative support to corps programming, including events, camps,
• Maintain weekly 'Rosters' as related to Corps worship services (e.g., Sunday School teachers, PowerPoint, Children's Time, Special Music, etc.).

Property

• Arrange for occasional property maintenance repairs when local Property Manager is on vacation.
• Works in conjunction with Property manager to keep track of all keys and key fobs.
• Coordinate details associated with all facility rentals, including preparing lease and rental agreements, and accepting monetary payments for building rentals.

Finance

• Serve as the custodian of the gift card log, Corps Petty Cash; receive, process, reconcile and replenish petty cash and store securely in the Corps safe.
• Process bill/invoices under direction from Corp Officer and/or Corps Treasurer, from time-to-time.
• Arrange and submit requests for reimbursements using TEM.
• Accept in person donations from the public and issue receipts for donations where applicable.
• Input timekeeping balances using Workday for bi-weekly payroll.
• Process applications and payments from the corps for corps, divisional and territorial events.
• Perform other related duties as required.

CRITICAL RELATIONSHIP MANAGEMENT:

Governance Boards and Councils:

Internal:

• Corps Officer, volunteers, staff

External:

• Community

MANAGERIAL/Technical Leadership RESPONSIBILITY :

• This position reports directly to the Corps Officer

FINANCIAL AND MATERIALS MANAGEMENT:

• Receive donations from individuals who hand deliver a donation and issue receipts, when necessary.
• Secure all donations in the Corps safe.
• Handle petty cash up to $500.00 and issue reimbursement receipts

WORKING CONDITIONS:

• This is a permanent part-time position based on 25 hours per week.
• Flexibility in scheduling is required and will vary.
• The work environment is typically in a general office setting in generally agreeable conditions.
• This job requires using a computer frequently, working in a sitting position for periods of time
• The performance of the job requires the ability to lift/move 30 lbs., reach, bend, twist, and stoop frequently, work in a standing or sitting position for long periods, un-packing delivery vehicles, and computer keyboarding.
• Occasional travel (up to 5%) is associated with this position.

Normal hours of work : 8:30 a.m. to 2:00 p.m. Monday to Friday. The hours of work and work schedule may vary according to requirements of responsibilities and determined in consultation with your supervisor.

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:

· Minimum Grade 12 diploma

· Has completed Administrative Skills course or similar program

· Alternative combinations of education and experience may be considered

Experience and Skilled Knowledge Requirements

• Minimum of two (2) years of prior related experience, including administrative, senior administrative/secretarial and general accounting experience.
• Experience dealing with office equipment and tools.
• Valid Ontario Class "G" Driver's License; personal vehicle and insurance is required.

Skills and Capabilities:

• Attention to detail, problem solving and analytical skills.
• Self-motivated/disciplined.
• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, and fax machine etc.
• Proficiency in or willingness to be trained in using CANVA, TSA Business World, TSA SAMIS.
• Ability to maintain information in confidence and exercise good judgement.
• Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
• Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Excellent interpersonal skills, integrity, and adaptability.
• Exhibit good listening skills, have strong oral/written communication skills and respect authority.
• Able to work in a consultative, diplomatic and tactful manner 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.
• Represent the organization in a positive, professional, and engaging manner.
• 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:

The target hiring range for this position is $17.60 to $21.84 with a maximum of $26.20.

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 if you have a need for any accommodation and we will be pleased to discuss this with you.