Receptionist/Admin 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 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 Receptionist provides hospitable and professional reception and administrative support.

Accountabilities:

General

• Greet visitors and clients and answer the multi-line telephone in pleasant professional manner forwarding calls to the appropriate staff and/or voicemail as required. Retrieve messages and follow up as necessary. Change voicemail greetings for inbound phone lines.

• Book appointments for Community Ministries (phone and walk-ins)

• Using checklists pre-screen potential utilities and emergency assistance clients; then vet client with Coordinator before booking appointment for these programs

• Respond to email requests for information about Community Ministries programs.

• Update program information on HelpSeekers referral site.

• Ensure that 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 files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries.

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

• Create PowerPoints Order of Services Bulletins calendars etc. for church services Community Ministries programs etc.

• Maintain inventory utilization spreadsheet for twin bed program; maintain twin bed waitlist and call clients to book appointments to receive bed(s)

• Create signage/posters flyers/brochures Thrift Store stamp cards and other print materials using Publisher Word Canva etc.

• In collaboration with officers update and maintain online presence by creating website and Facebook posts using Canva graphic design platform and in-house resources by the various programs.

• Check mailbox at front entrance open mail with second person and distribute in-coming mail and process out-going mail including materials of a confidential nature; receives parcel(s) and distribute to the appropriate person(s)

• Order all stationery supplies (orders from Staples Safeguard Daily Bread) and maintain adequate office and church supplies and other supplies as needed (e.g. kitchen or lunchroom supplies).

• Arrange for maintenance of equipment such as photocopiers HVAC units fire extinguishers electricity etc. and maintain annual service logs. Arranges ad hoc repairs to equipment as needed.

• Distribute diapers and wipes to parents enrolled in diaper program and track usage; provide incidentals (such as bus tickets) and track client information.

• Ensure appropriate music plays over sound system during office hours.

Financial/Administration

• Receive store and record donations on Daily Cash Sheet in accordance with The Salvation Armys policies and procedures.

• Process temporary tax receipts as applicable.

• Track donations of goods and write thank-you letters as received.

• Compile statistics for all Community Ministries programs and email to Coordinator on a monthly basis. Maintain year-to-date totals of Community Ministries clients served and of Adopt-A-Family clients served.

• Process facility booking requests.

• Update petty cash reimbursement log and submit requisition requests to Business Manager.

• Distribute appropriate keys to new staff and ensure all keys are returned from exiting staff.

• Report vandalism to police and supply video footage if possible keep a record of incidents.

• Attend Community Ministries team meetings.

• Seek out ongoing learning experiences to further develop human services skills and understanding.

Health and Safety

• Participate in professional development opportunities provided.

• Complete building checks at noon and at close each day.

• 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 temporary fixed term position until January 4 2027.

• 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 however may at times become stressful and require interaction with angry and abusive individuals

• Frequent interruptions and multi-tasking.

• Ability to lift/move up to 30 lbs or up to 50 lbs with assistance.

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

Normal hours of work Monday through Friday from 8:30 a.m. to 4:00 p.m. and includes a hour unpaid meal break.

Education Qualifications and Certifications:

• Completion of high school diploma.

• Completion of business/administration courses will be considered an asset.

• Alternative combinations of education and experience may be considered.

• Additional training requirements may include Non-violent Crisis Intervention training in addition to workplace E-learning for Health & Safety training.

Experience and Skilled Knowledge Requirements:

• Minimum of two (2) year of prior related experience including administrative experience.

• Proficient in Microsoft Office applications.

Skills and Capabilities:

• Exhibit good listening skills have strong oral/written communication skills

• Excellent interpersonal skills integrity and adaptability

• Ability to maintain information in confidence and exercise good judgement

• Adaptable proactive a self-starter and the ability to work independently

• Ability to learn adapt and utilize technology and processes quickly

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

• Ability to work independently as well as part of a team with supervision in a multi-faceted environment

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

• Represent the organization in a professional and engaging manner.

• Ability 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 as required

• 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.