Administrative IT 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 worldwide 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 valuesbased 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:

The Administrative and IT Assistant creates and nurtures a welcoming environment for all who enter the Community Services Centre. The incumbent provides direct navigation support to neighbours in need both in person and over the phone or by email. Additionally the incumbent will provide administrative support to other mission partners and programs of the Community Services Centre including support with IT related tasks such as website updates etc. The incumbent will work out of our Westbank location #Old Okanagan Highway Westbank BC

ACCOUNTABILITIES:

• Consistently demonstrates empathy and concern for neighbours accessing Salvation Army services and programs.
• Provides emergency services (referrals to community partners) to neighbours as directed by caseworkers or the Community Services Director (i.e. food shelter etc..
• Performs general office duties such as answers telephone calls and directs and answers inquiries; greets and hosts visitors; distributes mail files documents electronically or manually; distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries all in a confidential manner
• Supports with IT related tasks such as website updates social media posts supporting users with Microsoft 365 etc.
• Handles and ensures the protection of extremely confidential and sensitive employee client and/or program files.
• Assists in maintaining confidential statistical records
• Gives direction to volunteers assigned to administrative duties. Keeps track of volunteers hours.
• May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed may arrange for maintenance of office equipment.
• Prepares and receives paperwork for various projects and programs as assigned by Supervisor or Department Lead (i.e. monthend and yearend tasks including reports and journal entries and other businessrelated projects and tasks as needed).
• Types and/or updates forms letters reports and memos assuring accuracy.
• Draft and prepare presentations brochures flyers invitations etc. subject to Supervisors direction and approval.
• Responsible for maintaining inventories and updating as needed.
• Handles walkin donations and issue temporary receipts and prepares official tax receipts.
• Receives and/or declines sorts organizes donated or purchased product as directed and in accordance with standard procedures. Arranges for disposal of unusable items in accordance with policy.
• May be required to handle hazardous material in a safe and conscientious manner with WHMIS and WorkSafe guidelines.
• Assists in scheduling meetings may be required to draft agenda take minutes and distribute minutes accordingly.
• Performs other jobrelated duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal: Corps Officers Directors neighbours all mission partners (staff and volunteers)

External: General public donors

MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY:

• Reports to: Community Engagement Manager
• Direct reports: None.
• They may show and direct volunteers how to perform certain duties.

FINANCIAL AND MATERIALS MANAGEMENT:

• The incumbent has minor material responsibilities occasionally receiving and ensuring the effective usage of materials.
• Handles donations and provides donors with a temporary receipt.
• Uses or maintains organization assets in accordance with established guidelines.
• Does not have any no budget responsibilities.

WORKING CONDITIONS:

The incumbents work environment is typically in a general office setting. The incumbent works in generally agreeable conditions with the following exceptions:

• Dealing with people with challenging behaviour
• Verbal abuse
• Frequent interruptions and multitasking
• Temperature variations (i.e. front door opening and closing)
• Equipment and general office noise (i.e. people talking phones ringing)

The above responsibilities must be performed in keeping with The Salvation Armys Mission Vision and Values in a professional manner upholding our code of conduct.

EDUCATION AND EXPERIENCE QUALIFICATIONS:

Education Qualifications and Certifications:

• As this job is under the Federal Governments Canada Summer Jobs Programs the incumbent must: be between 15 and 30 years of ageat the beginningof the employment period be a Canadian citizen permanent resident or person to whom refugee protection has been conferred under theImmigration and Refugee Protection Actfor the duration of the employment and have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations
• Specialized applicable courses of at least 6 months (bookkeeping office administration) will be considered a strong asset

Experience and Skilled Knowledge Requirements:

• A minimum of two years of related experience.
• Able to provide Criminal Background Check screening and Vulnerable Secord Check that is satisfactory to The Salvation Army in its sole discretion is required.

Skills and Capabilities:

• 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
• Ability to follow and implement The Salvation Armys Standards Policies and Procedures
• The successful applicant must have or be willing to obtain a criminal record check clearance from the National Abuse Registry.
• Must have strong time management ability
• Ability to work both independently with minimum supervision and as part of a team
• Good organizational skills and the ability to work on several tasks is essential
• Ability to maintain confidentiality
• Good working knowledge of Microsoft Word Excel PowerPoint and Easy Worship or the ability to learn quickly is essential
• Ability to communicate effectively both orally and in writing with employees and the public
• The ability to adapt to change and interruptions to a normal work routine and work in a fastpaced environment.
• A willingness to adhere to a professional dress code
• An understanding of and support for the Mission Statement of the Salvation Army in Canada.

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