Administrative Assistant

The Administrative Assistant position will perform all secretarial and administrative duties within the Administrative Department.

HOURS:

• 25 hours per week
• Monday to Friday

• Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation)
• Performs general office duties such as answers and screens the telephone and directs inquiries and answers inquiries; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries
• Builds and maintains databases (e.g. contact lists, employee/volunteer information, inventory, hours worked, and territorial status reports) Maintains input into Salvation Army Management Information System – S.A.M.I.S
• Systems (S.A.M.I.S, Link2feed as well as computer programs, Word, Excel etc.
• Reconcile monthly PHH statements for the units vehicles and credit card statements
• Drafts and prepares PowerPoint presentations, brochures, flyers, advertisements, invitations, and certificates subject to supervisory request and approval
• Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes as required
• Opens and distributes incoming mail and processes outgoing mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s)
• May order all stationery supplies and maintain adequate office supplies and other supplies as needed (e.g. kitchen; maintain postage supply; may arrange for maintenance of office equipment)
• Receives, tracks, and processes all accounts payable for the section of the office and order desk
• Maintains employee records
• Collects and submits timesheet for payroll and processes employee Benefits and RRSP paperwork
• Makes decisions on routine and urgent administrative matters in the absence of the supervisor
• Maintains record-keeping and preparation of reports related to resource materials costs, and orders
• Assist with the Family Services Department (Frozen Meals sales and assisting with Frozen Meal packing)
• May handle and maintain petty cash and prepare receipts/invoices for customers or donors
• Performs duties related to deposits
• Performs other duties as assigned

*NOTE: For some jobs, you may be required to provide validated educational documentation.

Education/Certifications:

• The successful job applicant will have completed up to two years of Community College
• A certificate in Business Administration would be an asset

Experience:

• Two years of prior related experience, including experience dealing with office equipment and tools
• Handling accounts payable and senior administrative/secretarial experience

Required Skills/Knowledge:

• Computer programs, Word, Excel, etc.
• An alternative level of education and experience may be acceptable

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

• Background check consent
• A clear vulnerable sector screening
• Clean drivers abstract
• Completion of our online Armatus Abuse Training and required Health and Safety training

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 managing supervisor of your intentions prior to submitting your application