Full Time Administrative Assistant

Job title:

Full Time Administrative Assistant

Company

The Salvation Army

Job description

DescriptionThe Administrative Assistant position leads and coordinates all secretarial and administrative duties in the ministry unit.KEY RESPONSIBILITIES:General Administration

• Perform general office duties such as answers and screens telephone and directs enquires and answers inquires; 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 database (e.g., volunteer information, contact lists, inventory, hours worked); may input data into The Salvation Army Management Information System – S.A.M.I.S.
• Draft and prepare church bulletins, church calendar, presentations, brochures, fliers, advertisements, invitations, certificates subject to Corps Officer approval (e.g., Canva)
• Input worship services into computer for the service.
• Schedule meetings, prepares agenda, types and circulate minutes.
• Keep track of the Corps Officers’ calendars.
• Responsible for entering staff hours in UltiPro.
• 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 (thrift store and CFS if needed); arranges for maintenance of office equipment.
• Order food and janitorial supplies for the church and thrift store.
• Maintain and clean kitchenette in fellowship room.

Finance

• Ensure that all financial information is coded to the appropriate account following the SA policy and procedures.
• Verify payables and process entries to Business World (invoices, payment vouchers, Element statements, Visa statements, etc.)
• Perform duties such as issuing donor receipts for income tax purposes; maintain knowledge of CRA rules.
• Ensure all monies received are receipted and timely deposits are made; enter donations and member contributions in Shelby.
• Assist with annual budget preparation, file statements, ensure that MU leaders have reviewed and signed off where applicable.

Seasonal Administration

• Assist with seasonal programs such as Christmas Kettles, and other Community and Family Service programs as directed; ensure that ministry objectives are accomplished.
• Attend and take minutes for Christmas/Kettle meetings; distribute minutes in a timely manner.
• Greet donors and send out letters and receipts in a timely manner.
• Prepare the annual Christmas Report in an accurate and timely manner.

Perform other related duties as required.WORKING CONDITIONS:

• This is a permanent full-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 and required to lift 10 pounds.
• Some travel (10%) is associated with this position for bank deposits etc.

Normal hours of work: some flexibility in scheduling is required. The hours of work and work schedule may vary according to requirements of responsibilities and determined in consultation with your supervisor.Please note there will be a seasonal temporary increase in hours to a maximum of 35 hours per week for a 10-12-week period during the months of November and December and includes a ½ hour unpaid meal break as required.QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completed up to two (2) years of Community College, preferably a Business Administration Certificate and/or an Accounting Diploma.
• Valid Ontario Class “G” Driver’s License, personal vehicle required and insurance, current copy of driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Minimum of three (3) years of prior related experience, including senior administrative, general accounting experience.
• Some payroll experience in UltiPro would be a definite asset.
• Experience dealing with office equipment and tools.

SKILLS AND CAPABILITIES:

• Proficiency in all Microsoft Office products is required – i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, fax machine, room reservations, etc.
• Attention to detail, problem solving and analytical skills.
• Self-motivated/disciplined.
• 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 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.

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.

Expected salary

$19 per hour

Location

Saint Thomas, ON

Job date

Fri, 29 Mar 2024 00:52:33 GMT

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