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

Responsibilities:

Administration

1. Perform general office duties: answer/screen telephone calls, direct/answer inquiries, greet/assist visitors, file documents electronically or manually, photocopy/distribute materials, send/receive fax/email material.
2. Draft/prepare presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval. (e.g. Easy Worship, PowerPoint, weekly church bulletin); type correspondence /generate reports (e.g. administrative & thank you letters, posters, bulletins and registration forms)
3. Maintain databases (volunteer information, contact lists, inventory, training records); maintain input into Salvation Army Management Information System (S.A.M.I.S).
4. Process incoming and outgoing mail, which may be of confidential nature.
5. Liaise with community, department heads, Ministry Unit Leaders, Divisional Headquarters and Territorial Headquarters.
6. Order all stationery supplies and maintain adequate inventory of office and other supplies.
7. Coordinate groups using building, both internal individuals and rental. Coordinate room set-ups for programs/meetings.
8. Assist with preliminary event planning/communication, track event registrations/payments.
9. Community and Family Services administrative duties utilizing the Link2Feed database.
10. Data entry/paperwork related to annual Christmas Kettle Campaign.
11. Update bulletin boards as necessary.
12. Schedules meetings on behalf of Corps Officers, takes minutes (when required by Corps Officers), types, and distributes minutes.
13. Ensure that all aspects of work are completed in accordance with the principles, standards and policies and procedures of The Salvation Army.
    
    

Finance

1. Perform various financial & accounting duties: coding of accounts payable invoices, accounts receivable, donor receipting, handle/reconcile petty cash, weekly bank deposits, filing of bank records and other related accounting duties.
2. Use all Salvation Army accounting programs such as Shelby and Business World to record financial data and process financial information.
   
   

General

1. First point of contact, greet and assist with visitors’ entry into building.
2. Distribute incoming mail and process out-going mail, which may be of confidential nature, receive parcel(s) and distribute to the appropriate person(s).
3. Accept monetary donations, issuing temporary receipts.
4. Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
5. Welcome increased facility traffic i.e. donors, volunteers, and clients; direct to appropriate personnel.
6. Perform other position related duties as assigned.
   
   

The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, exemplifying Christian standards of conduct.

CRITICAL RELATIONSHIP MANAGEMENT

Internal

Governance Boards and Councils:

1. Corps Officers, staff, volunteers, and congregants
   
   

External

1. Routine/clarifying interactions with visitors, donors, and clients.
2. As directed may liaise with community partners.
   
   

MANAGERIAL/Technical Leadership RESPONSIBILITY

1. This position reports directly to the Corps Officer or designate.
2. The incumbent is responsible for his/her own time and effort only.
   
   

Working Conditions

1. This is a regular part time position based on 25 hours per week.
2. Working environment is typically in the office in generally agreeable conditions.
3. Ability to lift/move more than 10 lbs.
4. Travel required – banking, post office, administrative related errands.
   
   

Normal Hours Of Work

1. Normal Hours of work: Monday to Friday, 9:00 a.m. to 2:30 p.m. and includes a ½ hour unpaid meal break.
   
   

Normal location of work is at:

Mondays 255 Gilmore Road, Fort Erie ON

Tuesday – Friday 5720 Dorchester Road, Niagara Falls, ON

Please note: there may be a seasonal temporary increase in hours during the months of November and December.

Education, Qualifications & Certifications

1. Completed two (2) years of Community College, preferably the completion of a diploma in Business Administration or related filed.
2. Alternative combinations of education and experience may be considered.
   
   

Experience And Skilled Knowledge Requirements

1. Minimum of two (2) years of prior related experience, including, senior administrative/secretarial experience, payroll administration; the incumbent should also have experience dealing with office equipment and tools.
2. Proficiency in all Microsoft Office products.
   
   

Skills And Capabilities

1. Treat the property of The Salvation Army with due care and caution.
2. Able to maintain a high level of accuracy, confidentiality, problem solving and analytical skills in a fast-paced environment.
3. Able to work independently and part of a team.
4. Exceptional organizational, prioritizing and time management skills.
5. Strong written and verbal communication skills - clear and simple to understand.
6. Maintain information in confidence as required.
7. Represent the organization in a positive, professional, and engaging manner.
8. Ability to work in a fast-paced environment, with proven attention to detail, aptitude for accuracy, thoroughness, and consistent follow-up skills.
9. Self-motivated and disciplined self-starter.
10. Excellent interpersonal skills, integrity, and adaptability.
11. Valid Ontario Class “G” Driver’s License, personal vehicle and insurance is required; an original copy of a current Driver’s Abstract that is satisfactory to The Salvation Army, in its sole discretion is required.
12. Provide an original copy of a Vulnerable Sector Background Check screening 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.
13. Must comply with all Salvation Army policies, procedures and associated legislation.
14. Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
15. Develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.
    
    

Compensation

The target hiring range for this position is $17.20 to $20.64 with a maximum of $24.77.

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.