Church Receptionist/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:

Position Purpose summary:

The Church Receptionist/Administrative Assistant provides hospitable and professional reception and administrative support to Windsor Citadel.

Accountabilities:

General

• 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 church 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 filing documents electronically or manually; photocopy and distribute materials as requested; send and receive fax/email material as requested; resolve routine inquiries.

• Draft and type correspondence or generate reports (e.g. letters dealing with administrative issues); check for accuracy sort and prioritize typing assignments within general guidelines; research and respond to difficult enquiries on behalf of the supervisor.

• Open and distribute in-coming mail and processes out-going mail including materials of a confidential nature; receives parcels and distributes to the appropriate person.

• Order all stationary supplies maintains adequate office and other supplies as needed (janitorial supplies; kitchen supplies); ensure supply of postage stamps; arrange for maintenance of office equipment.

• Draft and prepare church bulletins presentations brochures flyers advertisements invitations certificates subject to Corps Officer approval (e.g. power point presentations) and post approved information to social media.

• Assist and support with the organization and implementation of various fundraising events i.e. Christmas Kettle appeal food drives etc.

• Ensure that all aspects of work are completed in accordance with the principles standards and policies and procedures of The Salvation Army.

Financial/Administration

• Receive record and store donations in accordance with The Salvation Armys policies and procedures.

• Provide oversight of donation processing with handling counting depositing and reporting in SHELBY web database software

• Track invoices pay bills using Business World (Agresso) arrange and submit requests for reimbursements using TEM enter accounting data (through e-mail).

• Serve as the custodian of the gift card log Petty Cash; receive process reconcile and replenish petty cash and store securely in the safe.

• Prepare temporary receipts for donations where applicable.

• Submit monthly statistics via SAMIS in an accurate and timely manner as required by The Salvation Army.

Health and Safety

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Armys health and safety policies and procedures.

Perform other duties as required.

WORKING CONDITIONS:

• This is a regular part-time position based on 24 hours per week.

• Some flexibility in scheduling is required; some weekend and evening work may be required.

• The Supervisor will set the hours of work and work schedule.

• Working environment is typically in the office in generally agreeable conditions.

• Ability to lift/move 25 lbs.

• This job requires reaching bending and stooping frequently working in a sitting and standing position for periods of time.

• Some travel is associated with this position i.e. bank deposits general errands etc.

Normal hours of work Tuesday through Friday from 9:00 a.m. to 3:30 p.m. and includes a hour unpaid meal break.

Please note there may be a seasonal temporary increase in hours up to a maximum of 34 hours per week during the months of November and December.

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:

• Completed up to 2 years of Community College a Business Administration Certificate is preferred.

Experience and Skilled Knowledge Requirements:

• Minimum of two (2) years of prior related experience including administrative senior administrative/secretarial and general accounting experience.

• Valid Ontario Class G Drivers License; personal vehicle and insurance and a Drivers abstract for review and verification that is satisfactory to The Salvation Army in its sole discretion is required.

• Experience working with a diverse population including mental health and addictions is an asset

• Proficient in a computerized environment; must have strong skills using Microsoft Office Suite and use of social media.

Alternative combinations of education and experience may be considered.

Skills and Capabilities (examples provided below):

• Lead by example by demonstrating a strong work ethic and a willingness to learn and be flexible in the face of change.

• Represent the organization in a professional and engaging manner.

• Behave ethically build relationships and interpersonal skills.

• Exhibit good listening skills have strong oral/written communication skills and respect authority.

• Demonstrate integrity ability to maintain information in confidence and exercise good judgement.

• Conflict management and resolution skills

• Ability to work in a fast-paced environment problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.

• Effective organizational and time management skills self-motivated and disciplined self-starter

• Ability to learn adapt and utilize technology and processes quickly.

• Attention to detail ability to prioritize manage multiple tasks complete assignments and meet deadlines with minimal supervision.

• Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment.

• Proficiency in all Microsoft Office products is required - i.e. Word Excel Publisher PowerPoint and office equipment i.e. telephone photocopier scanner etc.

• 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.

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.