Part Time Administrative Assistant

The Administrative Assistant provides hospitable and professional reception and administrative support.

General

• Greet clients and visitors and answer the telephone in pleasant, professional manner, forwarding calls to the appropriate staff and/or voicemail as required.
• Ensure that reception duties are performed in a professional and efficient manner and appropriate responses are provided to community and staff enquiries.
• Perform general office duties such as files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine
• Draft and type correspondence or generate reports (e.g., letters dealing with administrative issues); check typing for accuracy, sort and prioritize typing assignments within general guidelines; research and respond to difficult enquiries on behalf of the
• Open and distribute in-coming mail and processes out-going mail including materials of a confidential nature; receives parcels and distributes to the appropriate persons.
• Order all stationery supplies and maintains adequate office supplies and other supplies as needed (janitorial supplies; kitchen supplies); maintains postage stamp supply; arranges for maintenance of office equipment.
• Draft and prepare church bulletins, presentations, brochures, flyers, advertisements, invitations, certificates subject to Corps Officer approval (e.g., power point presentations), and post approved information to social media.
• Assist and support the organization and implementation of various fundraising events, i.e., Christmas Kettle appeal, food drives, etc.
• Ensure that all aspects of work are completed in accordance with the principles, standards and policies and procedures of The Salvation Army.

Financial/Administration

• Receive, record and store donations in accordance with The Salvation Army’s policies and procedures.
• Provide oversight of donation processing with handling, counting, depositing and reporting in SHELBY web database software
• Track invoices, pay bills using Business World (Agresso), arrange and submit requests for reimbursements using TEM, enter accounting data (through e-mail).
• Serve as the custodian of the gift card log, Petty Cash; receive, process, reconcile and replenish petty cash and store securely in the safe.
• Prepare temporary receipts for donations where applicable.
• Submit monthly statistics via SAMIS in an accurate and timely manner as required by The Salvation Army.

Health and Safety

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.

Perform other duties as required.

WORKING CONDITIONS:

• This is a permanent part-time position based on 20 hours per week.
• Some flexibility in scheduling is required; some weekend and evening work may be required.
• The Supervisor will set the hours of work and work schedule.
• Working environment is typically in the office in generally agreeable conditions.
• Ability to lift/move 25 lbs.
• This job requires reaching, bending, and stooping frequently, working in a sitting, and standing position for periods of time.
• Some travel is associated with this position i.e. bank deposits, general errands, etc.
• There may be a temporary increase in hours during the Christmas season.

• 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 and general accounting experience.
• Valid Ontario Class “G” Driver’s License; personal vehicle and insurance, and a Driver’s abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.
• Experience working with a diverse population, including mental health and addictions is an asset.

SKILLS AND CAPABILITIES:

• Proficient in a computerized environment; must have strong skills using Microsoft Office Suite and use of social media.
• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible in the face of change.
• Represent the organization in a professional and engaging manner.
• Behave ethically, build relationships and interpersonal skills.
• Exhibit good listening skills, have strong oral/written communication skills and respect authority.
• Demonstrate integrity, ability to maintain information in confidence and exercise good judgement.
• Conflict management and resolution skills
• Ability to work in a fast-paced environment, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
• Effective organizational and time management skills – self-motivated and disciplined self-starter
• Ability to learn, adapt, and utilize technology and processes quickly.
• Attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with minimal supervision.
• Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, and office equipment – i.e., telephone, photocopier, scanner, etc.
• Able to work in a consultative, diplomatic and tactful manner when dealing with the public, both in person and on the telephone.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Ability 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 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.