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:

• Drafts and types correspondence; checks for accuracy sorts and prioritizes typing assignments within general guidelines.
• Performs general office duties such as answer telephone and directs enquiries and answers inquiries. Greets and escorts visitors and directs them to the appropriate person(s); files documents electronically or manually; photocopies and distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries.
• Builds and maintains databases; maintains input into Salvation Army Management Information System S.A.M.I.S.
• Drafts and prepares presentations brochures flyers advertisements invitations certificates subject to supervisor approval (e.g. power point presentations).
• Updates social media platforms and website as directed by supervisor.
• Schedules meetings prepares agendas and takes minutes; types and circulates minutes.
• Manages board room bookings and sets up board room before and after meetings.
• Schedules or keeps track of shared calendars; may make travel arrangements; changes arrangements and provides reminders including support documentation.
• Opens and distributes incoming mail and processes out-going mail which may be of a confidential nature; receives parcels/packages and distributes to the appropriate person(s) (includes paper mail email and voice mail)
• May order all stationery supplies and maintains adequate office supplies and other supplies as needed (e.g. kitchen or lunchroom supplies); may maintain postage meter supply; may arrange for maintenance of office equipment.
• May prepare and receives all paperwork for various projects and processes (e.g. community service orders ministry unit annual review).
• Maintains vehicle binders ensuring bland mileage records are available removing used mileage records and filing forwarding gas receipts to the Business Manager. Maintain up to date copies of Drivers Licenses and Abstracts for all people that will be driving program vehicles.
• Process TEM and Element statements.
• Prepare routine statistical reports.
• Performs other duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal:

• Management and staff volunteers

External:

• Community Vendors/suppliers

MANAGERIAL/Technical Leadership RESPONSIBILITY:

• Reports directly to Assistant Executive Director
• The incumbent is responsible for his/her own time and effort only.
• May show others how to perform certain procedures.

FINANCIAL AND MATERIALS MANAGEMENT:

• The incumbent is involved in minor financial matters regularly or on a relief basis or has responsibility for the wise use of his/her own resources.
• The incumbent may be authorized to spend disburse or collect small amounts of cash.
• The incumbent has very little input into the annual budget.

Working Conditions:

• Typically in a general office setting working in generally agreeable conditions with the following exceptions:
  • Monotony.
  • Dealing with angry people
  • Verbal Abuse
  • Frequent interruptions and multitasking
  • Temperature variations (i.e. front door opening and closing)
  • Equipment and general office noise (people talking phones ringing)
  • The performance of the job requires a continuous amount of sitting occasionally bending walking keyboarding standing and lifting up to 10 pounds.
  • Little to no travel required (TSA program vehicle available as needed)

Exposure to hazards:

The job incumbent may be exposed to the risk of minor to moderate injury or illnesses due to the following:

• Potential of physical verbal and mental abuse within workplace (by participants)
• Potential of exposure to infectious diseases
• Potential of exposure to toxic chemicals
• Potential of exposure to bodily fluids (human waste)
• Potential of sharp and moving objects
• Potential of pressures of timelines
• Potential of objects falling off high shelving
• Potential of slippery or wet surfaces
• Potential of exposure to odours
• Potential of Carpel Tunnel Syndrome

Precautionary Measures:

The incumbent must take the following precautionary measures (in addition to health & safety rules):

• Vaccination for Hepatitis
• Universal Precautions
• WHMIS Training
• Valid Certification in First Aid/CPR
• Criminal Record Check
• Adult Abuse Registry Check
• Child Abuse Registry Check
• Drivers Abstract
• Non-Violent Crisis Intervention Training
• Use of protective gloves
• Use of protective masks (as needed)

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:

• Completion of High School Diploma plus specialized courses of up to six months

Experience and Skilled Knowledge Requirements

• One year of prior related experience including administrative/secretarial experience.
• Experience dealing with office equipment

Alternative combinations of education and experience may be considered.

Skills and Capabilities:

• Attentive listening skills
• Treat the property of The Salvation Army with due care and caution.
• Good interpersonal written and verbal communications skills

• Self-management skills to plan organize and prioritize tasks with conflicting deadlines.
• Maintain confidentiality
• Professional and service-oriented approach internally and externally

• Proficient in Microsoft Word and Office 365 Suite: Outlook Word Excel PowerPoint Publisher Must comply with all Salvation Army policies procedures and associated legislation.
• Participate in mandatory orientation and annual training as required
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Armys health and safety policies and procedures.
• Valid Manitoba Class 5 Drivers License; an original copy of a current Drivers Abstract that is satisfactory to The Salvation Army in its sole discretion is required.
• Provide an original copy of a Background Check screening that is satisfactory to The Salvation Army in its sole discretion is required. The screening is secured either through the national Canadian Police Information Centre (CPIC) or through a local police detachment.

• May require screening through The Salvation Army Abuse Registry
• Develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

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.