Administrative Assistant

The Administrative Assistant position provides administrative and/or special project support for the Corps Officers and Management.

The incumbent is responsible for the following range of job duties characteristic, or typical of the job class:

• Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines
• Performs general office duties such as answers and screens telephone and directs enquires and answers inquires; 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
• Builds and maintains databases (e.g. employee/volunteer information, contact lists, inventory, hours worked); maintains input into Salvation Army Management Information System – S.A.M.I.S.
• Drafts and prepares presentations, brochures, flyers, advertisements, invitations, certificates subject to supervisory approval (e.g. power point presentations)
• Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes
• Manages website and social media channels.
• Opens and distributes in-coming mail and processes out-going mail which may be 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 or lunchroom supplies); may maintain postage meter supply; may arrange for maintenance of office equipment
• Prepares and receives all paper work for various projects and processes (e.g. community service orders, ministry unit annual reviews)
• May handle and maintain petty cash and prepare receipts/invoices for customers or donors
• Performs other duties as assigned

NOTE: Not all incumbents perform all of the duties described above but perform a similar range of duties.

The successful job applicant will have completed high school, plus specialized courses of up to six (6) months.

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

The incumbent must have the following experience before hire:

One year but less than three years of prior related experience, including, administrative experience and experience dealing with office equipment and tools.

PHYSICAL EFFORT/DEXTERITY REQUIRED:

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

CONCENTRATION REQUIRED:

The performance of the job requires a moderate amount of computer/word processing, directing visitors and telephone calls, attentive listening, and occasionally sorting mail and filing.

RESPONSIBILITY FOR FINANCIAL RESOURCES:

The incumbent’s responsibility for Financial Resources:

The incumbent is involved in minor financial matters regularly, or on a relief basis, or has responsibility for the wise use of his/her own resources. He/She may be authorized to spend, disburse, or collect small amounts of cash. The incumbent has very little input into the annual budget.

RESPONSIBILITY FOR HUMAN RESOURCES:

The incumbent’s responsibility for Human Resources:

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

Working Conditions:    Full Time – 35 hours per week

CLOSING DATE: November 19th, 2021

Please send your cover letter and resume in confidence to:

Kristian.Simms@salvationarmy.ca

Please note any offer of employment will be conditional upon a background check.

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

PLEASE NO PHONE CALLS