Full Time Administrative Coordinator

Job Responsibility:

The Administrative Coordinator provides support in the areas of finance, bookkeeping, reception, record-keeping, internal and external communication, and data entry. The Administrative Coordinator works to support the various departments within the Belleville Ministries, including Community & Family Services and the Corps (Church).

KEY RESPONSIBILITIES:

• Perform general office duties such as answers, screens telephone calls, and directs/answers inquiries.
• Build and maintain databases (e.g., employee information, contact lists, hours worked etc.),
• Collect and input all statistics into The Salvation Army Management Information System - S.A.M.I.S.
• Schedule meetings, prepares agenda, back-up documents and takes minutes; types and circulates minutes as required.
• Draft and type correspondence, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
• Process out-going mail including courier parcels assist with the daily mail opening and distributes as required.
• Develop and prepare brochures, fliers, posters, newsletters, bulletins.
• Update website, and social media sites.
• Work with the Director to ensure that internal systems follow Territorial policies, procedures, and internal standards.
• Assist with the preparation of reports, grant applications and fundraising plans.
• Assist Community & Family Service Coordinator with booking Food Bank appointments and acts as both Link 2 Feed and Food bank back up.

Property

• Maintain current fixed asset inventory; ensure that a yearly inventory is completed, maintains adequate insurance coverage.
• Oversee the administration aspect of all Ministry Unit property i.e., upkeep, inspections, insurance, repairs, service contracts, quotations etc. are completed as required.
• Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.
• Coordinate maintenance of ministry unit vehicles (regular service and upkeep).

Business and Finance

• Perform various accounting duties such as issue official tax receipts, handles, and reconciles petty cash and other related accounting duties, e.g., bank deposits, TEM, Business World etc.
• Participates in counting the money received during the annual Kettle Campaign; completes deposits and maintain running tally of funds received.
• Purchase, log and distribute Gifts Cards for Food Bank.
• Prepares information to submit to Accounting Operations for annual Charity Return filings. (T3010).

Payroll and Benefits

• Provide ongoing management and archiving of personnel files in compliance with applicable Salvation Army and legislative requirements.
• In conjunction with supervisor, ensure that any employee status changes for payroll have been submitted to Divisional Headquarters for approval (using the Personnel Changes Request form) and subsequently updated in the UltiPro system.
• Utilize information from employee timesheets, input time and attendance information into the UltiPro system for supervisor approval.
• Maintain all employee confidential hard copy/electronic employee files.
• Provide accurate and timely input of employees' hours as timekeeper into UltiPro.
• Track vacation, sick leave and assist employees with benefit inquiries.
• Ensure accurate and timely processing of WSIB claims using the E-Claims filing system as required.

Perform other duties as assigned.

WORKING CONDITIONS:

• This is a permanent full-time position based on 35 hours per week.
• Ability to lift/move more than 10 lbs. (4.5kg)
• The Supervisor will set the hours of work and work schedule.
• Working environment is typically in the office in generally agreeable conditions.
• Some travel is required re: banking.

Normal hours of work : 8:30 a.m. to 4:00 p.m., Monday to Friday and includes a ½ hour unpaid meal break.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completion of a Community College program, preferably the completion of a diploma or certificate in Administration, Business Administration, or related field.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Minimum of three (3) years of prior related experience and working knowledge payroll, senior administrative experience, general accounting experience and use of office equipment/tools.
• Valid Ontario Class “G” driver's license with access to a personal vehicle and proof of valid insurance and a copy of a driver's abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion is required.

SKILLS AND CAPABILITIES:

• 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.
• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, etc.
• 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).
• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible.
• 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 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 to develop understanding of and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.