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 Administrative Assistant provides support in the areas of finance, bookkeeping, reception, record-keeping, data entry, and internal and external communication.  The position completes work assignments for all church ministries (Church, Community Services, and Thrift Store). 

ACCOUNTABILITIES:

Administration

• Liaise with clients, participants, visitors and members of New Hope ministries.
• Make decisions on routine administrative matters. Assist in the preparation for reviews and follow-up; support the Corps Officers in ensuring that internal systems follow Territorial policies, procedures, and internal standards.
• Assist, draft and process the administration documents for all building contract and rental lease agreements and maintain control logs.
• Maintain current fixed asset inventory and assist with yearly inventory as required.
• Assist with purchasing as required.
• Create weekly Easy Worship and announcement slides for Worship Services.
• Use word processing for routine documentation such as forms, letters, memos, email, Corps Bulletin, Corps Calendar and record-keeping.
• Schedule meetings, prepare agenda, and take minutes; type and circulate minutes as needed.
• Draft, prepare, and distribute weekly bulletins, monthly calendar, posters, invitations for Corps and CS as directed.
• Develop and prepare brochures, fliers, posters, newsletters, and update digital ad platforms (church sign and foyer monitor), as well as social media/website.
• Build and maintain databases (e.g., volunteer information, contact lists and inventory, Corps Directory, all Rolls and Registers), maintain input into The Salvation Army Management Information System – S.A.M.I.S.
• Maintain confidentiality and keep accurate employee, Officer, and statistical reports.
• Assist volunteers in completing volunteer screening documents and maintain volunteer record database, alerting ministry unit leaders when updated processes/documentation is required.
• Assist ministry unit program leaders with presentations, flyers, posters, registrations etc. as required.
• Ensure all copyright licensing and reporting have been obtained and is current when applicable (i.e. CCLI).

Finance

• Perform various accounting duties such as bookkeeping, accounts payable, accounts receivable, issuing tax receipts, reconciling petty cash and other related duties (e.g., bank deposits, Business World, officer expense claims, check requests, audits, gift card inventory and reconciliation).
• Ensure invoices are coded according to the budget and submitted for payment to Octocom/Business World in a timely manner to avoid late fees.
• Process contracts and rental lease agreements as required.
• Liaise with the custodian to ensure that rental groups are hosted appropriately (i.e. accessibility, room setup, etc.).
• Collect required information to assist Regional Accounting in the preparation of the annual T3010. 
• Process cash receipts and contributions/monetary donations from the general public, church members, clients, etc. issuing tax receipts as required for charitable giving.
• Prepare and deposit funds to the local bank and enter into the accounting system (Shelby), liaise with local banks on issues pertaining to the ministry unit.
• Maintain proper records and assist with ensure that all legal requirements concerning the finance of the Ministry Unit are met; monitor stored financial reports and destroy old reports as per retention of records policies.
• Assist custodian, if necessary, with maintenance scheduling of program vehicles.

General Office Duties

• Perform general office duties such as answering telephone, directing and answering inquiries, greeting visitors at reception area/office entrance and directing them to appropriate person(s).
• File documents electronically and/or manually.
• Photocopy and distribute materials as requested; and send and receive fax/email material as requested.
• Open and distribute in-coming mail and process out-going mail. Process out-going mail including courier parcels and materials of a confidential nature.
• Receive parcel(s) and distribute to the appropriate person(s).
• Assist with the Christmas Mailing appeal preparation, processing deposits, receipting and thank you letters.
• Receive and respond to telephone calls from volunteers or general public inquiring about volunteering for seasonal programs.
• Order and maintain an adequate supply of all stationery, office, and janitorial supplies
• Ensure foyer is welcoming and appropriate material is on display.
• Maintain a neat, tidy, and safe work area and ensure area is left neat at end of shift.
• Adhere to all Salvation Army Health and Safety Policies and Procedures; comply with all instructions from the employer concerning health and safety as per the Occupational Health & Safety Act and WSIB.
• Perform other related duties as required.

WORKING CONDITIONS:

• This is a regular part-time position based on 30 hours per week.
• Working environment is on-site - an office environment.
• May encounter upset/difficult people
• Ability to lift 20 lbs. unassisted.
• Some travel required (10%) for bank deposits.

Normal hours of work:  9:30 a.m. to 4:00 p.m., Monday to Friday and includes a ½ hour unpaid meal break. 

Education, Qualifications and Certifications:  

• Completion of a Community College program, preferably the completion of a certificate or diploma in Administration, Business Administration, or related field.
• A valid Ontario Class “G” Driver’s License own vehicle and insurance is required.  

Experience and Skilled Knowledge Requirements  

• Minimum of three (3) years of prior related experience and administrative experience, general accounting experience and use of office equipment/tools.
• Knowledge of Shelby, SAMIS, Workday, Business World and Volunteer Scheduler Pro data bases would be an asset.
• Excellent working knowledge of all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, etc.

Alternative combinations of education and experience may be considered.

Skills and Capabilities:

• Must have strong interpersonal and communication skills (written/oral).
• Ability to maintain information in confidence and exercise good judgement.
• Ability to learn, adapt, and utilize technology and processes quickly.
• Strong attention to detail, able to multitask, problem solving and analytical skills.
• Must be self-motivated/disciplined.
• Ability to work independently and participate as an active and responsible team member.
• Self-directed with superior organizational skills, attention to detail, time management skills, ability to prioritize and effectively handle multiple priorities/tasks; the ability to complete assignments and meet competing deadlines with minimal supervision.
• Ability to clearly and concisely compose/proofread/edit documents such as letters, memos, and e-mail.
• 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.

The salary range below is based on 35 hours per week. Please note that this position is based on 30 hours per week, and the salary will be adjusted accordingly.

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 [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.