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 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 role of Administrative Assistant is one of the important positions within the ministry unit and is essential to the overall mission of the Salvation Army in Windsor Centre of Hope. The Administrative Assistant is responsible for providing administrative support to the team director at the Windsor Centre of Hope. This will include administrative and some accounting duties.

ACCOUNTABILITIES:

The incumbent may perform all some or similar duties to the listed below:

1. Service Responsibilities:

General office duties such as: answering telephone calls directs and/or answers inquires; files documents electronically or manually; photocopies and distributes materials as requested; and resolves routine inquiries.

Schedule meetings prepare/distribute agendas type and circulate minutes.

Maintain confidentiality and keep accurate employee personnel files and statistical reports.

Compile type and maintain policies procedures and manuals as needed.

Draft and type correspondence presentations brochures; fliers and generates reports.

Process out-going mail including courier parcels and materials of a confidential nature; receive parcels and distributes to the appropriate persons; follow procedure to process mail opening.

Provide information to directors when inquired.

Order all stationery supplies and maintain adequate office supplies and other supplies as directed; maintain supply of postage stamps arrange for maintenance of office equipment.

Assist in the preparation for accreditation and other reviews and follow-up.

2. Business and Financial

Opening safe matching all the money in the safe ensure all monies received are deposited in a timely manner. Sending required bank deposit financial documents to the regional accounting centre for processing.

Acting as a custodian of petty cash and other cash floats.

Maintain an accurate ongoing record of all monetary donations complete donor receipts for income tax purposes and send acknowledgement letters.

Maintain current fixed asset inventory; ensure that a yearly inventory is completed for adequate insurance coverage.

Coding and forwarding invoices to the regional accounting center for payment when needed.

3. File Maintenance

Provide ongoing management and archiving personnel files in compliance with applicable Salvation Army and legislative requirements. Maintain all employee confidential hard copy/electronic employee files. Ensuring that employee files are current up-to-date and securely stored.

Acting as Centres timekeeper to utilize information from employee timesheets input working hours in a timely and accurate manner in the Workday system for Manager approval.

This position description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities duties or responsibilities of the incumbent. Perform other position related duties as required.

4. Organizational Responsibilities:

Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.

Maintain information in confidential as required. Ensure that all information about residents clients staff visitors and volunteers is strictly confidential.

Participate as an active and responsible team member in all work groups through which position responsibilities are achieved.

Represent the organization in a professional and engaging manner and assist personnel whom the position supports in developing those skills as required.

Participate in probationary and annual performance appraisal process.

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

Participate in ongoing professional development and attend/maintain all mandatory training.

policies and procedures.

Participate in ongoing professional development and attend/maintain all mandatory training.

CRITICAL RELATIONSHIP MANAGEMENT

Internal relationships:

o Direct Supervisor other directors and management members staff volunteers and residents.

o Participate in regular performance review and/or staff meetings to review operational effectiveness.

External relationships:

o Donors and community members.

MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY:

This position reports directly to the Business Director or designate.

FINANCIAL AND MATERIALS MANAGEMENT:

Has responsibility for the receipt record and deposit of donation revenue and service fees.

WORKING CONDITIONS:

Normal hours of work This is a part time position 20 hours per week.

Normal work schedule is Monday to Friday 8:30 am to 12:30 am. Due to working environment flexibility is required for changes as needed.

Normal location of work is at Windsor Centre of Hope 355 Church Street Windsor ON N9A 7G9. The above responsibilities must be discharged in accordance with The Salvation Armys Mission Statement in a professional manner exemplifying Christian standards of conduct.

EDUCATION AND EXPERIENCE QUALIFICATIONS: Education Qualifications and Certifications:

Completion of a Community College program preferably the completion of a diploma or certificate in Business Administration or related field.

Provide an original copy of a Criminal Background Check with vulnerable sector 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.

Valid Ontario Class G Drivers License a current copy of a drivers abstract that is satisfactory to The Salvation Army in its sole discretion is required.

Experience and Skilled Knowledge Requirements:

Minimum of three (2) years of prior related experience and working knowledge in senior administrative experience general accounting and payroll experience.

Professional working experience of using Microsoft Office products is required i.e. Word Excell PowerPoint Publisher Outlook email Teams Microsoft 365 and Adobe Acrobat etc.

Good knowledge and skills of using online software program and IT problem solving skills.

Skills and Capabilities:

Self-motivated flexible disciplined and able to work independently with minimal supervision and participate as an active and responsible team member in a cooperative team environment.

Ability to learn adapt and utilize technology and processes quickly.

Ability to maintain a high level of accuracy and confidentiality attention to detail problem solving and analytical skills.

Ability to prioritize time management skills to effectively handle multiple priorities and meet competing deadlines.

Must have strong interpersonal and communication skills (written/oral) good listening skills and an ability to work cooperatively with director team members and program managers.

Ability to clearly and concisely compose/proofread/edit documents such as letters memos and e-mail.

Understand ethical behaviour and business practices and ensure that own behaviour is consistent with these standards and aligns with the values of the organization.

Ability to exercise good judgement.

Excellent interpersonal skills integrity and adaptability.

Ability to lift/move up to 20 lbs.

Support for and an understanding of the mission and purpose of The Salvation Army in Canada.

NOTE: Alternative combinations of education and experience may be considered.

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.