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 is responsible to provide administrative and accounting support to Lloydminster Corps and Family Services. 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 supervisor’s 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.
• Supports external reporting requests as needed.

• Responds to routine enquiries, both internal and external to the organization.
• Enters client’s information into Link 2 Feed and update and maintain files.
• Provides support in maintaining accurate and up-to-date volunteer files.
• Makes decisions on routine and urgent administrative matters in the absence of the supervisor.
• Cross-trained to support reception, intake, and distribution.
• 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.

• May track employee mandatory training, education, driver’s abstracts, etc.
• Performs other position-related duties as assigned.

Financial Administration

• 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.
• Works with the Corps Officer to conduct regular client account and trust account reviews, ensuring reconciliations occur, including but not limited to Monthly Bank Reconciliations
• Supports the Corps Officer by confirming and verifying client trustee accounts on an ongoing basis.

 Program Support

• Provide administrative support to Corps Officer on program delivery.
• Coordinates Emergency Disaster Services (EDS) lodging response as required by the City of Lloydminster.
• Participates in City Trauma Response Team as required (appropriate required training provided).
• Provides frontline delivery of services during Christmas distribution.
• Updates Kettle system daily during the Christmas Kettle Campaign.
• May provide guidance and oversight to students and volunteers.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal: Management, staff, volunteers

External: Vendors, Donors, Community Partners

MANAGERIAL/Technical Leadership RESPONSIBILITY:  

• Reports directly to Corps Officer or designate.
• This position has no direct reports but may give some guidance and oversight to students and 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.
• May be authorized to handle small amounts of cash.

WORKING CONDITIONS:  

• Work location for this position is usually in an office setting at both Corps (80%) and CFS (20% over Christmas), 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. or up to 39 lbs. with assistance.
• Occasional travel may be required between work locations and/or for training purposes. 
• Hours of work and schedule to be determined in consultation with the supervisor and includes a ½ hour unpaid meal break where applicable. 
• 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 Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

Education and Experience Qualifications:

Education, Qualifications and Certifications:  

• Completion of a formal post-secondary/college program of two (2) academic year in a related field.
• Alternative combinations of education and experience may be considered.

Experience and Skilled Knowledge Requirements  

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

Skills and Capabilities:

• Must comply with all Salvation Army policies and procedures and associated legislation.
• Strong administrative skills and proficiency with computers and database (particularly Excel, Word, Internet and, familiar with Office 365) and keyboarding.
• Knowledge of Salvation Army systems (Octagon, SAMIS, RAC and TEM) would be a definite asset.
• Ability to maintain information in confidence and exercise good judgement.
• Participate in ongoing professional development and training.
• Participate in regular supervision and performance appraisal process.
• Represent the organization in a positive, professional and engaging manner.
• Exhibit good listening skills and possess good oral/written communication skills.
• Ability to follow written instructions and create written reports.

• Good interpersonal skills, integrity, and adaptability.
• Attention to detail, problem solving and analytical skills.

• Self-directed with strong organizational skills and the ability to complete assignments and meet deadlines.
• Work in compliance with the OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Valid Alberta Class “5” Driver’s License required for use of Salvation Army program vehicle; an original copy of a current Driver’s Abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
• Provide an original copy of a Background Check 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.
• Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.

This is a Full-Time position.

Weekly scheduled hours:40

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.