Administrative Assistant B

To provide efficient and effective administrative support to the Corps Officers, and Director of Homelessness Services, and all the projects and ministries related to the Ministry Unit.

Accountabilities

General Office:

• Perform general office duties such as answer and screen telephone and direct enquiries and answer inquiries; green and escort visitors; file documents electronically or manually; photocopy and distribute materials as requested; and send and receive fax/email material as requested; resole routine inquiries

• Answer calls and inquiries for Corps Officers/Executive Director and Director of Homelessness Services as required

• Distribute both incoming and outgoing mail on a daily basis

• Oversee all equipment and furnishings for all departments

• Order supplies and stationary and maintain accurate inventory

Administration and Human Resources:

• Record, prepare and distribute minutes for meetings, including Corps Mission Board
• 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. including Corps Membership Rolls
• Responsible for UltiPro functions (e.g. payroll, new hires, vacation and sick time, etc.) and employee benefits
• Responsible for creating and maintaining employee files for all departments
• Organizes details for events and trainings when required
• Prepares and receives all paperwork for various projects and processes (e.g. community service orders, ministry unit annual review, etc.)
• Maintain building use schedule (i.e. meeting room use, building rental bookings, corps calendar use, etc.)

Financial and Materials Management

• Prepare and complete financial deposits as per Operating Policy requirements
• Prepare receipts/invoices for customers or donors (Shelby)
• Maintain log for safe
• Oversee gift cart management (i.e. log and appropriate distribution)
• Prepare monthly Visa statements
• Organize all coding, billing and processing of invoices for all departments
• Ensure all financial processes meet SA Policy and Audit requirements

Other:

• Other duties as assigned

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

• Minimum – High School Graduate
• Diploma and /or degree in a relevant field of education
• A combination of training and experience in administrative skills.
• Minimum of 3-5 years of related work experience

Skills and Capabilities:

• Excellent computer skills, with specific expertise in Office 365, Shelby, S.A.M.I.S, UltiPro. Additional program knowledge is an asset
• Excellent verbal and written communication
• Ability to prioritize assignments, multi-task, and meet deadlines
• Ability to perform tasks with a minimum level of supervision
• Maintain strict confidentiality
• Good interpersonal skills
• Ability to work cooperatively in a team based environment

Working Conditions: Full Time – 35 hours per week (Monday to Friday 8:30am – 4:00pm)

CLOSING DATE: August 26th, 2021

Please send your cover letter and resume in confidence to: [email protected]

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