Administrative Assistant – PermPT – Simcoe

Watch/read inspiring stories from some of those who have been helped through The Salvation Army’s programs:

The Salvation Army Support

Fleeing from Persecution

Open House: Poverty isn’t always easy to see

This is a permanent, part-time position based on 16 hours per week.  The work schedule is determined in consultation with your supervisor and may vary according to requirements of responsibility.  Applicable shifts include a ½ hour unpaid meal break. Travel is required.

Shifts: Tuesday to Friday 1:00 p.m. – 5:00 p.m.

Operational hours of this facility are 9:00 a.m. – 5:00 p.m.

Permanent part-time employment with The Salvation Army (less than 25 hours per week) will provide you with a competitive compensation and benefits package that includes:  vacation time, sick days, employer matching RRSP contributions and Christmas Grants.

Interested applicants must respond in writing with a cover letter and resume.

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

Position Purpose summary:

The Administrative Assistant performs a variety of administrative duties for Simcoe Community Church, Community & Family Services and Thrift Store.

Accountabilities:

Administration

• Perform general office duties such as answers telephone, direct enquiries and answers inquiries; greets visitors and directs them to the appropriate person(s); files documents electronically or manually
• Send acknowledgment letters for donations received
• Photocopy, distribute materials, send and receive fax/emails as requested.
• Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person.
• Provide accurate, timely and highly organized administrative support including preparing memos, correspondence, taking/circulating/posting approved minutes, maintaining files, preparing presentations, reports, and other documentation.
• Maintain databases (e.g. employee/volunteer information, contact lists, inventory); maintain input into Salvation Army Management Information System (S.A.M.I.S).
• Order all office/kitchen/janitorial and maintenance supplies as needed.
• Maintain photocopier and postage meter supplies and arrange for maintenance of office equipment as required.
• Upkeep of security and phone system as required
• Update and maintain Corps Directory and Church calendars
• Update/maintain the Corps social media site and provide information to congregants
• Receive and arrange for all transfers of Corps Soldiers, Adherents, and Friends of The Salvation Army.

Finance and Property

• Perform duties such as receive donations, issue donor receipts for income tax purposes, weekly bank deposits, filing of bank records.
• In consultation with Corps Officer, schedule all outside rentals and arrange with rental hosts and ensure all rental agreements and/or leases are signed and filed.
• Process expenses through Agresso/TEM and receipting through Shelby.
• Handle and reconcile petty cash and other floats
• Process travel and corporate credit card expenses through Business World/TEM and receipting through Shelby.
• Accounts receivable/invoicing
• Code and submit accounts payable invoices/bills for payment to RAC for processing.

Payroll & Human Resources

• As requested, ensure that on-line 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
• Maintain current record of employee sick and vacation time

Perform other position related duties as required.

FINANCIAL AND MATERIALS MANAGEMENT:

• Receive donations and process tax receipts
• Weekly bank deposits and filing of bank records
• Handle and reconcile petty cash and other floats

WORKING CONDITIONS:

• This is a permanent part time position
• Schedule may vary according to requirement of responsibilities – some weekend and evening work may be required
• The Supervisor will set the hours of work and work schedule.
• Working environment is in the office in generally agreeable conditions.
• Ability to lift/move 10 to 19 lbs.
• Some travel is required

Education, Qualifications and Certifications:

• Completion of a Community College program, completion of a Business Administration Diploma or Certificate preferred.

Experience and Knowledge Requirements:

• Minimum of two (2) year 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; specifically, payroll would be a definite asset, i.e., UltiPro.

Alternative combinations of education and experience may be considered.

Skills and Capabilities

• Participate as an active and responsible team member.
• Participate in mandatory orientation training.
• Participate in regular supervision and performance appraisal process.
• Represent the organization in a positive, professional, and engaging manner.
• Ensure that all aspects of work are completed in accordance with the associated legislation, principles, standards, policies and procedures of The Salvation Army..

• Proficiency in all Microsoft Office products is required – i.e., Word, Excel, Publisher, PowerPoint, etc.

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Exhibit good listening skills, have strong oral/written communication skills
• Excellent interpersonal skills, integrity, and adaptability.

• Ability to use tact and diplomacy when dealing with the public, both in person and on the telephone.
• Ability to maintain information in confidence and exercise good judgement.

• Strong problem-solving skills.
• Attention to detail, problem solving and analytical skills
• Self-directed with strong organizational skills and the ability to complete assignments and meet deadlines with minimal supervision.

• Ability to learn, adapt, and utilize technology and processes quickly.
• Ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with minimal supervision.

• Prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.

• Self-motivated and disciplined.

• A valid Ontario Class “G” Driver’s License is required, a current Driver’s Abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
• Provide an original copy of a Background Check
• May require screening through The Salvation Army Abuse Registry.
• Develop support for and understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.

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