Admin 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 Admin Assistant position leads all secretarial and administrative duties in the center/department or for a senior executive position.

Accountabilities

• Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor.
• Performs general office duties such as answering and screening telephone calls and directing inquiries; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries.
• Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and or program files.
• Builds and maintains databases (e.g., employee/volunteer information, contact lists, inventory, hours worked); assists CFS supervisor and Program Director in maintaining input into the Salvation Army Management Information System - S.A.M.I.S.
• Drafts and prepares presentations, brochures, fliers, advertisements, invitations, and certificates subject to supervisory approval (e.g., PowerPoint presentations).
• Schedules meetings, prepares agendas, and takes minutes; types and circulates minutes.
• Opens and distributes incoming mail and processes outgoing mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s).
• Orders all stationery supplies and maintains adequate office supplies and other supplies as needed (e.g., kitchen or lunchroom supplies); may maintain postage meter supply; may arrange for maintenance of office equipment.
• Prepares and receives all paperwork for various projects and processes (e.g., community service orders, ministry unit annual reviews).
• Assists with content curation and distribution through website and social media.
• Coordinates volunteer recruitment, application processing and orientation with designated supervisors.
• Schedules or keeps track of supervisor’s calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation if required.
• Handles and reconciles petty cash and writes receipts for donors as required.
• Assists with recruiting, coordinating, and assigning work to support staff.
• Makes decisions on routine and urgent administrative matters in the absence of the supervisor.
• Performs other work-related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal: Staff and volunteers of TSA

External: community members and community groups/organizations, other external agencies, guests/clients of ministry unit in person.

Managerial/Technical Leadership Responsibility

• Reports directly to: Program Director.
• Direct reports for this position: N/A. May show others how to perform certain procedures.

Financial And Materials Management

• The incumbent is involved in minor financial matters regularly, or on a relief basis, and has responsibility for the wise use of his/her own resources.
• They may be authorized to spend, disburse, or collect small amounts of cash.
• Has very little input into the annual budget.
• Maintain and track fixed asset inventory.
• Material responsibility for proper keeping of office equipment.

Working Conditions

• A typical working environment is in a general office setting in the Ministry Unit.
• The performance of the job requires a frequent amount of sitting and keyboarding, while occasionally bending, walking, standing, and lifting up to 10 pounds.
• The performance of the job requires a frequent amount of computer/word processing, directing visitors and telephone calls, attentive listening, and occasional sorting of mail, filing, researching and composing responses.
• An incumbent works in generally agreeable conditions, with the following exceptions:
• Dealing with angry and abusive people.
• Verbal abuse.
• Frequent interruptions and multitasking.
• Temperature variations (i.e., front door opening and closing).
• Equipment and general office noise (i.e., people talking, phones ringing).
• May have little to no travel requirements.
• May be exposed to the risk of minor harm, injury, or illnesses due to:
• Physical attacks by others (i.e., being attacked by residents).
• Exposure to infectious diseases (from the general public).
• Exposure to toxic chemicals.
• Other potentially dangerous 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:

• A formal post-secondary/college program of one academic year Business Administration or Community Administrative Assistants certification/designation will be considered an asset.

Experience And Skilled Knowledge Requirements

• Three years of prior related experience, including experience dealing with office equipment and tools, and senior administrative/secretarial experience.

Skills And Capabilities

• Attention to detail, problem-solving and analytical skills.
• Attention to computer work.
• Attentive listening, empathy to staff, clients, and volunteers.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.

The Salvation Army's (TSA) Criminal Background Check policy stipulates that a criminal background check is required for all new employees. It must also be completed for volunteers who will be in a position of financial trust or authority. Additional screening is required for employees and volunteers who will work with vulnerable persons.

Compensation

The target hiring range for this position is $23.56 to $23.94 with a maximum of $24.31.

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 Recruitment.Accommodations@salvationarmy.ca if you have a need for any accommodation and we will be pleased to discuss this with you.