Full Time Administrative Coordinator

Administration

• Ensure the ministry objectives are consistently accomplished and that a spiritual focus is applied to all program initiatives.
• May assist in directly managing all property, transactions, development, and inventory for the ministry unit; ensure the property is inspected and maintained, this includes buildings, grounds, equipment, furnishings, and assessing capital needs.
• Network with Salvation Army, government, and community social services providers to coordinate resources for the benefit of the ministry unit.
• Perform general office duties such as answering/screening telephone calls; direct and/or responding to telephone messages; greet and escort visitors, clients, contractors and delivery personnel, file documents electronically or manually; photocopy and distribute materials as requested; send and receive email/fax material as requested resolve routine inquiries.
• Build and maintain databases (i.e., Clients, Employee information, volunteer, student information and police check, TSA program statistical reporting in SHELBY, and community-related databases such as community Reach)

Business/Finance

• Perform various accounting duties such as issue official tax receipts, handles, and reconciles petty cash and other related accounting duties, e.g., bank deposits, TEM, Business World etc. when required.
• Assists with draft budget preparation and codes invoices for submission and processing.
• Handle and ensure the protection of extremely confidential and sensitive employee/officer, client or program files in compliance with applicable Salvation Army and legal requirements.
• Schedule meetings, prepare agendas and take minutes; type and circulate minutes, as required.
• Prepare and receive paperwork for various projects and processes (ministry annual reviews, accreditation, etc.), as required.
• Oversee that all Ministry Unit property i.e., upkeep, inspections, insurance, repairs, service contracts, quotations etc. are completed as required.
• Support the preparation of the MU budget, monitor departmental expenditures, and may liaise with auditors, when required.
• Assist with the preparation of reports, grant applications and fundraising plans.
• Provide leadership and coordination of external contracts as well as internal leases and facility use agreements.

Human Resources

• Assist, support, recruit, orientate, staff and volunteers in conjunction with the Corps Officer, Ontario Division – Human Relations Department and Territorial Standards, when required.
• Complete payroll supervisory functions in UltiPro inclusive of approving vacation, sick time, etc. for staff; respond to inquiries from staff regarding payroll matters. Enter hours in UltiPro for approval by the Corps Officer.
• Interview prospective volunteers, orientate, train, and supervise as required.
• Ensure that all employees and volunteers maintain any mandatory training or certification; identify training needs.
• Coordinate the posting of available positions; participate in the selection, and orientation process for new staff, including initiating of the appropriate documentation process.

Health and Safety

• Ensure that the Ministry Unit is maintained regarding appearance, condition and safety as recommended by Public Health, MOL, etc.
• Ensure the safety and comfort of the ministry unit by maintaining cleanliness and food safety etc.
• Monitor worker safety practices to ensure compliance with health and safety standards, and prepare, submit and act on incident reports.
• Assist in ensuring that all workers are aware of emergency procedures and are prepared to implement them immediately as necessary; that all workers operate in accordance with Health and Safety legislation, and they adopt safe work practices in line with The Salvation Army policies and procedures.
• Responsible to report any serious infractions or problems in accordance with policies.
• Responsible to work in compliance with the Ontario Health & Safety Act and Regulations
• Participate in all Health & Safety related accidents and injury investigations and committees.

Perform other related duties as required.

WORKING CONDITIONS:

• This is a permanent full-time position, based on 35 hours per week.
• Flexibility in scheduling is required and will vary, including weekday, weekend, and evening work. Hours will be set in consultation with the supervisor as per operational requirements.
• The work environment is typically in a general office setting in generally agreeable conditions.
• Ability to lift and move up to 20 lbs.
• Computer use, sitting at a workstation, Christmas Kettle collection/pickup, paperwork, filing, meetings.
• Travel is required for this position to various locations for meetings, inspections, etc.

• Completion of a formal post-secondary/college program of one academic year.
• Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration will be considered as an asset.
• Standard First Aid.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Minimum of two (2) years of prior related experience, including administrative, senior administrative/secretarial.
• Minimum of one-year prior related experience in an office administrative role.
• Valid Ontario Class "G" Driver's License, personal vehicle required and insurance, and current copy of driver's abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.

SKILLS AND CAPABILITIES:

• Proficient in a computerized environment; must have strong skills using Microsoft Office Suite, Word, PowerPoint, and use of social media.
• Self-motivated/disciplined/self-starter.
• Strong initiative and customer service orientation.
• Ability to work independently with confidence and integrity and participate as an active and responsible team member in a cooperative team environment.
• Represent the organization in a positive, professional, and engaging manner.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.
• Effective time management, strong organizational skills.
• Ability to maintain information in confidence and exercise good judgement.
• Ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Behave ethically, build relationships and interpersonal skills.
• Able to demonstrate integrity and adaptability.
• Communicate effectively: strong oral/written communication skills; exhibit good listening skills.
• Conflict management and resolution skills.
• Attention to detail, problem solving and analytical skills.
• Ability & 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 with vulnerable sector 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 Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.