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:

Accountabilities:

Administrative Support

• Provide administrative support to senior management.
• Assist with social media accounts (website Facebook etc.) by keeping content current and accurate.
• Draft and type correspondence and check correspondence for accuracy.
• Draft and prepare presentations meeting minutes brochures fliers invitations etc.

General Office Duties

• Answer general inquires and direct telephone calls; greet and direct visitors; file documents; copy and distribute materials as required.
• Receive open and/or distribute incoming mail and parcel(s); prepare outgoing mail.
• Maintain office equipment inventory and order supplies as required.
• Maintain photocopier supplies ensuring that paper trays are filled regularly replacement toner is in stock and order supplies as required.
• Maintain postage meter supply
• Maintain booking calendar for Board Room ensure staff have access to appointment calendar for community resources and meetings.
• Arrange for maintenance of office equipment (phone photocopier) as needed.
• Schedule appointments as required.

Financial Documentation and Reporting Support

• Receive monetary donations and payments and prepare temporary receipts. Ensure all funds are stored securing in the safe.
• Receive other non-monetary donations and direct to appropriate department.
• Submit invoices to Octacom and file in monthly files located in Business Services Managers office as required.
• Maintain and update Regular and Christmas Kettle Volunteer Hours data base.
• Assist Christmas Kettle Coordinator and Volunteer Scheduler during kettle campaign.
• Enter monthly statistical information in SAMIS.
• Prepare bank deposits as directed by Business Services Manager.
• Perform other duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils:

Internal

• Clients/residents
• Management
• Frontline Staff
• Volunteers

External:

• Members of the Public
• Donors
• Empower Simcoe Personnel

MANAGERIAL/Technical Leadership RESPONSIBILITY:

• Reports directly to: Business Services Manager

FINANCIAL AND MATERIALS MANAGEMENT:

• Responsible for the safe handling of funds received.

WORKING CONDITIONS:

• Works in a front office area.
• Working with people who are experiencing homelessness.
• May deal with clients or community members who become angry.
• Moderate amount of sitting walking and keyboarding and occasionally standing bending reaching and lifting more than 20 lbs.

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 Qualifications and Certifications:

Completion of a General Office Administration Diploma or Certificate

• Completion of Non-Violence Crisis Intervention Training or willingness to obtain.
• Current First Aid and CPR or willingness to obtain.

Experience and Skilled Knowledge Requirements

• A minimum of two (2) years as an administrative assistant/receptionist
• Exceptional computer skills in MS Office (Word PowerPoint Publisher Excel)
• Exceptional customer service skills

Skills and Capabilities

• Support for and an understanding of mission and purpose of The Salvation Army in Canada.
• Attention to detail problem solving and analytical skills.
• Excellent organizational and time management skills ability to follow detailed instructions.
• Excellent verbal and written skills in English
• Possess a positive attitude and works well with other team members.
• To maintain confidentiality in all matters pertaining to clientele and staff of The Salvation Army.
• Self-motivated and disciplined.

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.