Operations Supervisor

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

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.

Core Values The Salvation Army Canada and Bermuda has four core values:
Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

This role is accountable for the supervision of business and administrative operations for the Regina Haven of Hope Ministries (Corps and Community Ministries) with the support of the Corps Officer(s), staff, divisional and territorial contacts, as well as external contractors and volunteers.

This is a regular full time position at 37.5 hours per week. The schedule will be Monday – Friday, 8:30 a.m. to 5:00 p.m.

1. Property and Operations Management:

• Work in cooperation with the Corps Officer(s) to ensure that properties (Corps building and Quarters) are well maintained, dealing with concerns as soon as necessary
• Support all personnel in the efficient operation and regular maintenance of all required equipment, vehicles, and facilities and completion of supportive administrative functions
• Give oversight to all service and equipment maintenance contracts
• Maintain inventories for Corps building and Quarters, updating annually with deletions and additions of equipment and furnishing, etc. and submitting to DHQ
• Handle all rental contracts for outside groups using the Corps building, including coordination of calendar for booking of Corps facilities and program vehicles
• Collaborate with the Corps Officer(s) to coordinate the administrative and operational functions of Haven of Hope Ministries (Corps and Community Ministries)
• Maintain ongoing communication with the Corps Officer(s) and Community Ministries Coordinator regarding operational systems, projects, and concerns through regular staff and management meetings
• Respond to inquiries both internal and external to the organization; escalating complex issues or concerns to Corps Officer(s) for response and direction
• Participate in the completion of the Haven of Hope Ministries Accreditation
• Draft, document, and maintain in house processes as directed in compliance with Salvation Army Operating Polices in the areas of Finance, Property and Human Resources
• Inform and seek direction and guidance from Corps Officer(s) regarding difficult situations, HR matters, or when conflict arises
• Fulfil the role and duties of the Occupational Health & Safety Representative for Haven of Hope Ministries

1. Leadership & Supervision:

• Provide supervision and support to the operations team in of Regina Haven of Hope, assigning work to others to maintain workflow, monitor adherence to safety, guidelines, standards, and processes and policies and review work for quality
• Participate in and provide input and recommendations on hiring, training, and performance management
• Coordinate, review, and assign weekly workload as well as provide day-to-day supervision to operations staff and volunteers, working within the established strategic framework
• Oversee the recruitment, coordination, and retention of volunteers
• Monitor safety practices and ensure staff compliance with health and safety standards, prepare, submit, and act on incident reports, under the direction, guidance, and authority of the corps officer; providing calming intervention, as required
• Lead preparation for internal audits
• Maintain supply and control of office supplies and equipment
• Assist with the execution of funding/grant documents as required

1. Finance & Administration

• Assist the Corps Officer(s) with budget preparation and fiscal monitoring of Haven of Hope Ministries, as directed
• Maintain the Haven of Hope Ministries website and social media accounts and ensure information is current and accurate; escalate any complex issues or concerns to the proper channels
• Provide administrative support and may participate in hiring and termination processes for employees and volunteers in concert with Territorial Standards, as directed by the Corps Officer(s)
• Maintain records of all required employee and volunteer training and certification and ensure that all required training and certification is current (i.e. Safe Food Handling, First Aid, Criminal Record checks, Health & Safety training etc.)
• Under Corps Officer(s) direction and input, generate, draft, and when assigned, present reports, as required
• Review and verify all monthly financial statements and ensure operations remain within budget as much as possible
• Coordinate the verification of all invoices, coding, and the timely payment of same and complete all needed bookkeeping entries
• Ensure regular reports are submitted to DHQ/THQ in a timely manner
• Maintain and manage gift card inventory and petty cash
• Prepare regular bank deposits of all monies
• Track and report payroll time and absence entries and ensure the accurate recording of employee PTO balances in Ultipro
• Handle employee payroll enquiries and assist in providing solutions
• Provide benefits management administrative support to all employees
• Support and assist with statistical data collection and reporting
• Prepare and maintain paper and electronic filing systems ensuring the protection of personal and sensitive data
• Coordinate the preparation and mailing of official receipts and letters of appreciation for all donations received
• Prepare, use, and maintain templates for various functions
• Coordinate meetings, calendars, and special events, as assigned
• Other duties may be assigned as required

Education/Certifications:

• Formal post-secondary certificate or diploma in Business Operations/Administration, Human Resources Management, or Finance

Experience and Skilled Knowledge Requirements:

• Minimum 3 years year prior related experience, including, accounting operations, supervisory, and resource management experience
• IT experience is an asset

• Demonstrates an ability to work independently and collaboratively with others
• Excellent Computer skills in Microsoft Office (Word and Excel and Outlook) are essential
• Physical ability to carry out the demands of the position
• Ability to lift weights of up to 20 lbs. on occasion
• Must be well-organized, adaptable, and professional
• Attention to detail, problem solving and analytical skills
• Excellent written and oral communication skills
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility
• Respect and understanding of The Salvation Army – its mission, culture, and values

Successful candidates, prior to hiring, may be required to provide:

• Background check consent
• Education verification

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.

Internal Applicants, please advise your supervisor of your intentions as soon as you know your application is being considered- normally at the stage where you are being interviewed.