Business Title Administrative AssistantAccounting

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 Administrative/Accounting Assistant is responsible to provide administrative and accounting support to Waterston Ministries. This will include secretarial administrative and accounting duties.

Perform duties such as payroll timekeeping benefits and maintaining a filing system performing bookkeeping functions including assistance in accounts payable/receivable petty cash banking monitor client trustee finances and preparing/reconciling periodic financial reports.

Accountabilities:

Administrative Support

• Builds and maintains databases (e.g. employee/volunteer information contact lists inventory hours worked); maintains input into the Salvation Army Management Information System - S.A.M.I.S.

• Prepares and receives paperwork for various projects and processes (e.g. accreditation licensing)
• May schedule or keep track of supervisors calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation

• Communicates clearly and effectively both orally and in writing to all internal and external contacts; is an effective member of an inter-disciplinary team
• Support external reporting requests as needed.

• Makes decisions on routine and urgent administrative matters in the absence of the supervisor

Financial Administration

• Responds to routine enquiries both internal and external to the organization
• May process accounts payable entering invoices into accounting systems
• May process cash receipts and contributions from the general public prepares and deposits funds to the local operating bank and enters into local the accounting system; issues tax receipts as required for charitable giving
• May process accounts receivable invoices to clients of the ministry unit for services rendered and/or prepare and distribute monthly accounts receivable statements to facilitate collection of outstanding accounts receivable
• May handle and reconcile petty cash
• Work with the Administrative Coordinator to conduct regular client account and trust account reviews ensuring reconciliations occur including but not limited to: Monthly Bank Reconciliations
• Support the Administrative Coordinator by confirming and verifying client trustee accounts on an ongoing basis

Human Resources

• May track and report time entries and assist with payroll management
• Help with maintaining accurate and up-to-date employee files
• May track employee mandatory training education drivers abstracts etc.

Office Processes

• Opens and distributes in-coming mail and processes out-going mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s)

• May order all stationery supplies and maintains adequate office supplies and other supplies as needed; may maintain postage meter supply; may arrange for maintenance of office equipment
• Competent with computer use keyboarding and MS Office software especially Word and Excel
• May help supervise students and volunteers

Performs other duties as assigned

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal:

• Leadership Team

External:

• Vendors Donors Community Partners

MANAGERIAL/Technical Leadership RESPONSIBILITY:

• Reports directly to: Administrative Manager.
• This position has no direct reports but may give some direction to volunteers .

FINANCIAL AND MATERIALS MANAGEMENT:

• This role has minor financial expenditure authority; replenishing receipting and reconciling petty cash and maintaining records
• Responsible for confidential accurate and complete safekeeping of files documents invoices receipts and contracts.
• Accountable for minor materials management maintenance safekeeping effective usage and distribution of office supplies and equipment

WORKING CONDITIONS:

• Work location for this position is usually in an office setting at Waterston House/Centre limited local travel may be required.
• Work is subject to frequent interruptions and multitasking temperature variations and equipment and general office noise (i.e. people talking phones ringing)
• Infrequent lifting may be required up to 20 lbs
• The incumbent will/may work under the following disagreeable conditions:
  • Work-related stress
  • Dealing with angry and abusive people
  • Dealing with Crisis Situations

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 two (2) years of Community College plus specialized courses related to administrative work; business administration and accounting; alternative level of education and experience may be considered

Experience and Skilled Knowledge Requirements

• Two to three years of work experience in client/customer relations and/or administrative work is preferred.

Skills and Capabilities:

• Attention to detail problem solving and analytical skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Strong communication organizational and administrative skills. Communicates well in person via e-mail or on the phone.
• Strong interpersonal skills with the ability to multitask.
• Ability to work with computers including Microsoft Word Power Point Excel and Databases
• Demonstrated ability to take initiative be reliable and operate in an environment of accountability.
• Ability to work as part of a team.

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.