Administrative Assistant – Westminster Park

This is a permanent, full-time position based on 25 hours per week.  Working environment is typically in the office in generally agreeable conditions.  Ability to lift/move 20 lbs. Some travel is required.

Normal hours of work:  some flexibility in scheduling is required. The hours of work and work schedule may vary according to requirements of responsibilities and determined in consultation with your supervisor.   Shifts are scheduled typically between Monday to Friday, 9:00 a.m. to 4:00 p.m. and include a ½ hour unpaid meal break where applicable.

Permanent full-time employment with The Salvation Army (25+ hours per week) will provide you with a competitive compensation and benefits package that includes vacation time, sick days, employer matching RRSP contributions, Medical, Dental and Vision Benefits, Christmas Grants and Employee and Family Assistance Program [EFAP] benefits.

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.

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

 
1.        Administration

·       Perform general office duties such as answer and screen telephone calls and direct inquiries and answer inquiries, greet and escort visitors, file documents electronically or manually; photocopy and distribute materials as requested; and send and receive fax/email material as requested; resolve routine inquires.

·       Draft and prepare presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval (e.g., power point presentations); type correspondence or generate reports (e.g., letters dealing with administrative issues, thank you letters for volunteers and donors, posters, bulletins, and registration forms etc.) and check typing for accuracy.

·       Maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records; maintain input into Salvation Army Management Information System (S.A.M.I.S).

·       Open and distribute incoming mail and process out-going mail, which maybe of confidential nature, receive parcel(s) and distribute to the appropriate person(s).

·       Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.

·       Order all stationery supplies and maintain adequate inventory of office supplies and other supplies.

·       Coordinate groups using building both internal individuals and rental and coordinate room set-ups for programs or meetings as required with the custodian.

·       May be required to provide some support to the food bank when necessary, i.e., check/enter client information in Link2Feed/CMS system and give out food based on the household size chart.

·       May assist with preliminary event planning/communication, track event registrations and payments.

·       May update the website online information etc., i.e., Facebook Page and outdoor sign.

2.        Human Resources

·       Maintain and ensure that employee records/personnel files are up to date by processing employee information changes in a timely manner.

·       Maintain personnel files in compliance with applicable Salvation Army and legal requirements.

·       As requested, ensure that on-line Personnel Change Requests are prepared in an accurate and timely manner for submission to OGL DHQ Employee Relations.

·       Assist management in maintaining WSIB E-Claim filing system.

·       Perform required payroll and administrative functions in UltiPro as required in an accurate and timely manner.

·       May liaise with the Employee Relation contacts at Divisional Headquarters as necessary.

3.        Finance

·       Perform duties such as issuing donor receipts for income tax purposes, weekly bank deposits and filing of bank records.

·       Perform various accounting duties such as coding of accounts payable invoices, accounts receivable, handle and reconcile petty cash, and other related accounting duties.

Wingham

Administration and Finance

·       Maintain input into Salvation Army Management Information System (S.A.M.I.S).

·       Issue donor receipts for income tax purposes.

·       Perform various accounting duties such as coding of accounts payable invoices, submitting invoices in TEM.

• Completed two (2) years of Community College, preferably the completion of a diploma in Business Administration or related filed.
• Valid Ontario Class “G” Driver’s License; personal vehicle and insurance, and a current copy of a Driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
• Provide an original copy of a Background Check screening
• Alternative combinations of education and experience may be considered.

Experience and Skilled Knowledge Requirements

• Minimum of two (2) years of prior related experience, including, senior administrative/secretarial experience, payroll administration; the incumbent should also have experience dealing with office equipment and
• Proficiency in all Microsoft Office products is required – i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, fax machine, room reservations, etc.
• Some prior experience using cloud-based HR software; specifically, payroll would be a definite asset, i.e., UltiPro.
• Develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

Skills and Capabilities:

• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Adapt, and utilize technology and processes quickly.
• Ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
• Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Able to work in a consultative, diplomatic and tactful manner when dealing with the public, both in person and on the telephone.
• Self-motivated and disciplined self-starter.
• Good listening skills and strong oral/written communication skills.
• Excellent interpersonal skills, integrity, and adaptability.
• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible.

• Some prior experience using cloud-based HR software; specifically, payroll would be a definite asset, i.e., UltiPro.