Part Time Administrative Assistant

The Administrative Assistant position leads and coordinates all secretarial and administrative duties in the ministry for South Windsor Citadel.

General Administration

• Perform general office duties such as answers and screens telephone calls and directs enquiries and answers 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.
• Draft and type correspondences or generates reports (e.g. letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy; researches and responds to difficult enquiries on behalf of the corps officers.
• Handle and ensure the protection of extremely confidential and sensitive employee/Officer and/or program files.
• Draft and distribute thank you letters to volunteers and donors.
• Assist with the preparation for the Annual Ministry Unit Review.
• Maintain database (e.g., volunteer information, contact lists, inventory, hours worked); may input data into The Salvation Army Management Information System – S.A.M.I.S.
• Draft and prepare church bulletins, presentations, brochures, flyers, advertisements, invitations, certificates subject to Corps Officer approval (e.g., power point presentations), and post approved information to social media.
• Schedule meeting, prepare agenda, type and circulate minutes.
• Keep track of the Corps Officers’ calendars.
• Responsible for entering staff hours in UltiPro.
• Open and distribute in-coming mail and processes out-going mail including materials of a confidential nature; receives parcels and distributes to the appropriate persons.
• Order all stationery supplies and maintains adequate office supplies and other supplies as needed (janitorial supplies; kitchen supplies); Maintains postage stamp supply; arranges for maintenance of office equipment.

 Finance

• Serve as the custodian of the gift card log, Corps Petty Cash; receive, process, reconcile and replenish petty cash and store securely in the Corps safe.
• Track invoices, pay bills using Business World (Agresso), arrange and submit requests for reimbursements using TEM, enter accounting data (through e-mail).
• Prepare temporary receipts for donations where applicable.

 Perform other duties as required.

WORKING CONDITIONS:

• This is a permanent part-time position based on 20 hours per week.
• Flexibility in scheduling is required and will vary.
• The work environment is typically in a general office setting in generally agreeable conditions.
• This job requires using a computer frequently, working in a sitting position for periods of time and required to lift 10 pounds.
• Some travel is associated with this position.

Normal hours of work:  9:00 a.m. to 1:00 p.m. Monday to Friday. The hours of work and work schedule may vary according to requirements of responsibilities and determined in consultation with your supervisor.

• Minimum Grade 12 diploma
• Has completed Administrative Skills course or similar program
• Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

• Minimum of two (2) years of prior related experience, including administrative, senior administrative/secretarial and general accounting experience.
• Experience dealing with office equipment and tools.
• Valid Ontario Class “G” Driver’s License; personal vehicle and insurance, and a Driver’s abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.

SKILLS AND CAPABILITIES:

• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening.
• Ability and 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.
• Attention to detail, problem solving and analytical skills.
• Self-motivated/disciplined.
• Proficiency in all Microsoft Office products is required – i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, fax machine, room reservations, etc.
• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible in the face of change.
• Ability to maintain information in confidence and exercise good judgement.
• Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
• Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Excellent interpersonal skills, integrity, and adaptability.
• Exhibit good listening skills, have strong oral/written communication skills and respect authority.
• Able to work in a consultative, diplomatic and tactful manner when dealing with the public, both in person and on the telephone.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Represent the organization in a positive, professional and engaging manner.

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all employees in Canada.  The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial/territorial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

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.

You must advise your managing supervisor of your intentions prior to submitting your application.