Administrative Assistant B

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.

The position is key to ensuring a welcoming and professional environment for clients and the public who are seeking assistance and information pertaining to The Salvation Army Moose Jaw Community Family Services / Community Church. The position supports the effective and efficient delivery of internal programs and ministries through responsibilities in areas of reception, scheduling, finances, human resources, special events, office equipment and procedures.

This is a permanent full-time position at 30 hours per week, Monday to Friday from 9:00 a.m. to 4:00 p.m.

• Drafts and type 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.
• Performs general office duties: answers telephone calls; directs and answers inquires; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; sends and receives fax/email material; resolves routine inquiries.
• Builds and maintains databases (e.g., employee/volunteer information, contact lists, inventory, hours worked and statistics for SAMIS).
• Drafts and prepares presentations, brochures, fliers, advertisements, invitations, and certificates subject to supervisory approval (e.g., power point presentations).
• Schedules meetings: prepares agenda and takes minutes; types and circulates minutes.
• Opens and distributes incoming mail and processes outgoing mail including material of a confidential nature; receives parcels and distributes to the appropriate persons.
• May order all stationery supplies, maintains adequate office supplies and other supplies as needed (e.g., kitchen or program supplies); maintains postage supply; arranges for maintenance of office equipment.
• Schedules and keeps track of Corps Officer/Director calendars; makes travel arrangements; changes arrangements and provides reminders including support documentation.
• May assist with recruiting, coordinating, and assigning of work for volunteers.
• May handle and maintain petty cash and prepare receipts / invoices for customers or donors.
• Provide general support for other staff within the CFS office as required.
• Performs other duties as assigned.

Conditions of Employment:

Usual weekday hours are 30 per week, Monday to Friday from 9:00 – 4:00 with an hour for lunch. During times of special events, extended evening and weekend hours may be required.

Minimum Education Level Attained:

The successful job applicant will have completed high school, plus specialized courses related to the position would be an asset.

Note: An alternative level of education and experience may be acceptable.

Special Licenses, Diplomas, Certifications or Requirements:

Diploma or equivalent from an administrative and/or business program would be an asset.
There must be a completion and maintenance of updated:

• Clear vulnerable adult and child registry checks
• Clear criminal record check
• Non-violent crisis intervention
• Emergency first aid

Minimum Prior Related Experience:

Minimum one year of prior related experience, including, administrative experience and experience an asset.

Physical Effort/Dexterity Required:

The performance of the job requires a frequent amount of sitting, walking, and keyboarding and occasionally standing, bending, and lifting up to 10 pounds.

Concentration Required:

The performance of the job requires an individual who is self-motivated and who gives great attention to detail. Excellent oral, written, facilitation and interpersonal communication skills, a team player that demonstrates coordination abilities, and a willingness to learn are critical skills that the incumbent must possess. The performance of the job requires attentive listening and observation of body language, continuously monitoring the environment, and multitasking.

Responsibility for Financial Resources:

• The incumbent is involved in minor financial matters regularly, or on a relief basis, and has the responsibility for the wise use of his/her own resources. This position includes issuing donation receipts, coding bills and invoices for payment.

Responsibility for Human Resources:

• The incumbent is responsible for his/her own time and effort. However, from time to time He / She may demonstrate work methods to new employees.

Work Environment:

The work environment is usually in an office setting, limited local travel may be required.

The candidate must follow all protocols related to OHS and COVID-19’ guidelines as outlined.

The successful candidate will work under the following disagreeable conditions:

• Dealing with potentially aggressive individuals in highly emotional situations where exposure to verbal abuse may occur, even though such behavior is not condoned.
• Frequent interruptions and multitasking.
• Temperature variations (i.e., front door opening and closing)
• Equipment and general office noise (i.e., people talking, phones ringing)

The Salvation Army will accommodate candidates as required under applicable human rights legislation.   If you require a disability-related accommodation during this process, please inform us of your requirements. 

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.