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 role provides general administrative support for the day-to-day operations.

ACCOUNTABILITIES:

The incumbent may perform all, some, or similar range of duties.
 

• Respond to telephone, in person or electronic enquiries or forward to appropriate person.

• Prepare correspondence, reports, statements, forms, applications, and other documents.

• Process incoming and outgoing mail, manually or electronically.

• Photocopy and collate documents for distribution, mailing and filing.

• Send and receive messages and documents using fax machine or electronic mail.

• Maintain inventory of office supplies, order supplies as required and arrange for servicing of office equipment.

• Assist in preparing meeting agendas, attend meetings, and record minutes.

• Assist with administrative procedures within MU or department.

• May draft and prepare presentations (including PowerPoint, invitations, certificates.)

• May sort, process, and verify receipts, expenditures, forms, and other documents.

• May perform basic bookkeeping tasks such as preparing invoices and bank deposits.

• Scan, sort and file documents according to established guidelines.

• Assist with other related administrative tasks when required.

• Perform other work-related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT:
The incumbent conducts routine interactions and provides clarification of information.
Internal: : MU’s team members, various leadership and management teams, clients, volunteers as required.
External: Community members & partners, contractors, vendors, donors.

MANAGERIAL/TECHNICAL RESPONSIBILITIES:
Reports directly to the Corps Officer.
Direct reports: none.
May show others how to perform certain procedures.

FINANCIAL AND MATERIAL MANAGEMENT:
• Regular responsibility for minor financial matters and for wise use of own resources. May be authorized to handle small amounts of cash. Little input to annual budget or revenue projections.
• Authorized to spend, disburse, or collect small amounts of cash.
• Receipts all donations using software if required.
The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, upholding our code of conduct.

WORKING CONDITIONS:
• Working environment is typically in the office in generally agreeable conditions.
• May encounter upset/difficult clientele entering the building.
• Some limited travelling may be required.

EDUCATION, EXPERIENCE AND QUALIFICATIONS:
• 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.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
Alternative combination of education and experience may be considered.

Education, Qualifications and Certifications:
• Completion of high school diploma. Alternative combinations of education and experience may be considered.
• Certified Office Diploma is an asset.

Experience and Knowledge:
• Two years of related secretarial or administrative experience is required.
• Working basic knowledge of Office365 is required.
• Good oral and written communication skills.
• Ability to maintain a high level of confidentiality.
• Good decision-making and organizational skills.

Skills and Capabilities:
• Good oral and written communication skills.
• Ability to maintain a high level of confidentiality.
• Good decision-making and organizational skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Ability to multi-task and prioritize responsibilities (i.e., good judgement).
• Good interpersonal skills.
• Excellent organizational skills and sound judgment.
• Able to work cooperatively in a team setting.
• Ability to lift/move weights of up to 20 lbs. occasionally.
• If limited travelling is required using organizational or personal vehicle, a valid driver’s license and clear driver’s abstract is required.

This is a part-time position.

Weekly scheduled hours: 25

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.