Admin Assistant – TempFT – Ancaster

The Administrative Assistant performs a variety of administrative duties for Meadowlands Community Church. Successful applicant will play a key role as office support staff and member of the Meadowlands team.

• Ensure that all aspects of work are completed in accordance with the principles, standards, and policies and procedures of The Salvation Army.
• Perform general office duties, ie. answer and screen phone calls, resolving or directing as necessary; greet and escort visitors.
• Provide accurate, timely, and highly organized administrative support including preparing memos, correspondence, maintaining files, preparing presentations, reports, and other documentation.

• Maintaining and updating all social media platforms daily.

• Draft and prepare weekly church bulletin; prepare Easy Worship/PowerPoint presentations as required for Sunday worship services; prepare brochures, monthly calendar, flyers, and other promotional materials for church bulletin board.
• Responsible for the organization and maintenance of the filing system (both electronically and manually)
• Responsible to record and type minutes of assigned meetings and, once approved by Corps Officer or designate, circulate and/or post.
• Photocopy, distribute materials, send, and receive fax/emails as requested; keep copier room tidy and well organized.
• Prepare materials and ensure rooms are set-up for meetings, workshops, funerals, and guests.
• Change outdoor sign regularly/as required.
• Handle and ensure the protection of extremely confidential and sensitive files.
• Ensure that cards, flowers, or other appropriate acknowledgement are sent to church members and staff, as directed, for events such as birthdays, illness, death in the family, birth, graduation, etc.
• Order stationary supplies and other office supplies as directed.
• Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receive parcels and distribute to appropriate person.
• Update/maintain the Corps social media and provide information to the congregants
• Maintain databases (ie. Employee/volunteer information, contact lists, inventory)’ maintain input into Salvation Army Management Information System (SAMIS)
• Staff liaison for Health & Safety incident reporting, ensuring the posting of administrative notices and updates.
• Liaise with community, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.

• Be a team player prepared to take on projects that advance the Mission of The Salvation Army

Finance and Property

• Receive donations and process tax receipts as applicable and send acknowledgement letters.
• Handle and reconcile petty cash and other related accounting duties (ie. Bank deposits).
• Coordinate building rentals and associated paperwork

Payroll and Human Resources

• As requested, ensure that online Personnel Change Requests (PCRs) are prepared in an accurate and timely manner for submission to ON Human Relations
• Perform required payroll timekeeping functions in UltiPro in an accurate and timely manner.
• Responsible for Employee Admin functions in UltiPro HRIS (ie. keeping employee timesheets)
• Maintain current record of employee sick and vacation time

FINANCIAL AND MATERIALS MANAGEMENT:

• Receive donations and process tax receipts, send acknowledgement letters.

WORKING CONDITIONS:

• This is a temporary maternity replacement position for a twelve (12) month period, based on 25 hours per week.
• Schedule is as follows: Tuesday-Friday, 9:00am – 3:30pm. Some weekend and evening work may be required.
• The Supervisor will set the hours of work and work schedule – flexibility may be required.
• Working environment is in the office, agreeable conditions.
• Ability to lift/move 10 to 19 lbs.

• Completion of a Community College program, completion of a Business Administration Diploma, OR three years’ experience in a similar capacity.

• Has completed Administrative Skills course or similar program

• Provide an original copy of a Background Check that is satisfactory to The Salvation Army, in its sole discretion, is required. The screen is secured either through the national Canadian Police Information Centre (CPIC) or through a local police detachment.
• Alternative combinations of education and experience may be considered

Experience and Knowledge Requirements:

• Minimum of two (2) years of prior related experience, including administrative experience and experience dealing with office equipment and tools.
• Some prior related experience using cloud based human resources software (ie. UltiPro)

 Skills and Capabilities:

• Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities
• Participate as an active and responsible team member.
• Participate in mandatory orientation training.
• Participate in regular supervision and performance appraisal process.
• Represent Meadowlands Community Church and The Salvation Army in a positive, professional, and engaging manner.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures
• Must comply with all Salvation Army policies and procedures and associated legislation.
• Exhibit good listening skills, have strong oral/written communication skills, and respect authority
• Excellent interpersonal skills, integrity, and adaptability.
• Ability to use tact and diplomacy when dealing with the public, both in person and on the phone.
• Ability to maintain information in confidence and exercise good judgement.
• Strong problem-solving skills.
• Self-directed with strong organizational skills and the ability to complete assignments and meet deadlines with minimal supervision.
• Adaptable, proactive, a self-starter and the ability to work independently.
• Ability to learn, adapt, and utilize technology and processes quickly.
• Attention to detail, ability to prioritize, manage multiple tasks.
• Ability to take detailed minutes with strong attention to detail.
• Self-motivated and disciplined.
• Demonstrate a high level of integrity.

• Team-player mindset
• Excellent working knowledge of all Microsoft office programs (specifically Word, Excel, and PowerPoint) and other programs.
• Support for and an understanding of the mission and purpose of The Salvation Army in Canada.
• Successful candidates will be required to provide a satisfactory Criminal Record Check or Vulnerable Sector Screening.

Normal location of work is at: 187 Stone Church Rd, Ancaster ON, L9K 0A3

We thank all applicants, however, only those candidates to be interviewed will be contacted.

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.

Internal Applicants, please advise Department Heads of your intentions prior to submitting your application.