Part Time Administrative CFS Worker

Job Responsibility:

The Administrative CFS Worker provides support in the areas of reception, record-keeping, data entry, and internal and external communication. The position works to support the Corps (church) and the Community and Family Services. This position provides assistance as directed by the Ministry Unit to individuals and families within our service area with a holistic approach in accordance with The Salvation Army's mission, values, and standards.

KEY RESPONSIBILITIES:

General Administration

• Greet clients and visitors and answer the telephone in pleasant, professional manner, forwarding calls to the appropriate staff and/or voicemail as required.
• Ensure that reception duties are performed in a professional and efficient manner and appropriate responses are provided to community and staff enquiries.
• Perform general office duties such as files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries.
• Ensure that all aspects of work are completed in accordance with the principles, standards and policies and procedures of The Salvation Army.
• Draft and type correspondence or generate reports (e.g., letters dealing with administrative issues); check typing for accuracy, sort and prioritize typing assignments within general guidelines; research and respond to difficult enquiries on behalf of the supervisor.
• Draft and prepare presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval (e.g., power point presentations).
• Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receives parcel(s) and distribute to the appropriate person(s)
• Check Post Office Box located in the Canada Post Office on daily basis.

Community and Family Outreach Programming

• Conduct initial intake assessment to determine immediate needs and supports needed by the client.
• Assist in providing emergency assistance services, i.e., food, clothing, household needs in accordance with policy.
• Maintain accurate records of client and participant information on Link2Feed while maintaining confidentiality; prepare/provide statistical data, reports and input monthly statistics as necessary.
• Ensure that the Community & Family Services and Food Bank area is tidy in relation to appearance, condition and safety as recommended by Public Health etc.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.
• Assist with seasonal programs such as Christmas Kettles, Toys for Tots and other Community and Family Service programs as directed.

Perform other related duties as required.

WORKING CONDITIONS:

• This is a permanent part-time position based on 20 hours per week.
• This job requires reaching, bending, and stooping frequently, working in a sitting and standing position for periods of time; the ability to lift/move 20 to 29 pounds.
• Work may expose incumbent to deal with disagreeable/angry clients.
• May be required to work outside of regular business hours on occasion.
• The Supervisor will set the hours of work and work schedule.
• Working environment is typically in the office in generally agreeable conditions.
• Some travel for banking, post office and other related errands, up to 10% can be required for this position, required to the program vehicle when available.

Normal hours of work - Tuesday to Friday, 9:00 a.m. to 2:30 p.m. and includes a ½ hour unpaid meal break.

Please note : There will be a temporary seasonal increase in hours up to 35 per week for the months of November and December.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completion of a diploma from a recognized institution in Social Services, Administration, Business Administration, or related field.
• A current valid Safe Food Handling Certification.

Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Minimum of two (2) years of prior related experience, including, senior administrative/secretarial experience, and use of office equipment/tools.
• Valid Ontario Class “G” Driver's License, own vehicle, and insurance, and provide an original copy of current driver's abstract for review and verification that it satisfactory to The Salvation Army, in its sole discretion, 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, fax machine, etc.
• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible in the face of change.
• Ability to maintain information in confidence and exercise good judgment.
• Good organizational and time management skills.
• 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.
• 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.

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.