Full Time Administrative Assistant

The Administrative Assistant performs a variety of administrative duties for Richmond Hill Community Church

General Administration

• Perform 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
• Draft and type correspondences or generates reports (e.g., letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy; researches and responds to difficult enquiries on behalf of the corps officers
• Draft and prepare church bulletins, presentations, brochures, fliers, advertisements, invitations, certificates subject to Corps Officer approval (e.g., power point presentations)
• Inputs statistical information using SAMIS Software and sends completed forms monthly to DHQ, and follows up with staff with reminders if stats have not been received
• Handle and ensure the protection of extremely confidential and sensitive employee/Officer and/or program files
• Schedule meetings, prepares agenda, types and circulate minutes
• Keep track of the Corps Officers’ calendars
• Open and distribute in-coming mail and processes out-going mail including materials of a confidential nature; receives parcels and distributes to the appropriate persons
• Order all stationery supplies and maintains adequate office supplies and other supplies as needed (janitorial supplies; kitchen supplies); Maintains postage stamp supply; arranges for maintenance of office equipment
• Assists in Christmas Kettle Ministry for secretarial duties such as recording to Kettle System Income Recorder and other administrative functions
• Keeps the supply room neat and organized and orders supplies as required for all areas
• Enters payroll hours in Ultipro as requested Corps Leader
• Files documents manually/electronically for all departments, photocopies and distributes materials as requested, emails materials as needed
• Resolves routine enquiries
• Assists with maintenance of all buildings, include overseeing routine maintenance issues, i.e. furnace not working, and SA vehicles, etc., obtains property maintenance quotes as required

 Finance

• Assists in weekly deposits including member contributions, food bank and kettle donations and makes deposit at the bank
• Receipts donations in Shelby as requested by Corps Leader, files and maintains various reports and documents in a secure location
• Maintains financial mail-out data base
• Reviews/Accepts invoices for payment in Agresso, correct coding if required and forward for approval
• Processes TEM for all the staff including Corps Officers and Family and Community Services Coordinator
• Processes Element Report for ministry van and Corps Officers’ program vehicle
• Distributes annual donation tax receipts through hand mail or snail mailing
• Keeps track of all leases and insurances

Community & Family Services

• Assists Community & Family Services Programs such as Christmas Assistance, Winter Coats drive, Backpacks & School Supplies drive, Camps, Ladies Group and other programs
• Enters information in encoding Link2Feed data records
• Assists clients as required with their needs such as food bags, thrift store vouchers, etc. as instructed by the CFS coordinator
• Perform other duties as required

Education, Qualifications and Certifications:

• Minimum Grade 12 diploma
• Alternative combinations of education and experience may be considered

Experience and Skilled Knowledge Requirements:

• Minimum 2-3 years secretarial/ administrative experience is preferred

• Must have strong time management ability
• Ability to work independently, with minimum supervision and as part of a team
• Strong organizational skills and the ability to multi-task is essential
• Good working knowledge of Microsoft Word, Excel, Lotus Notes, Publisher, PowerPoint and Easy Worship or the ability to learn quickly is essential
• Ability to communicate effectively both orally and in writing with employees and the public
• Ability to follow and implement the Salvation Army Standards, Policies and Procedures
• Ability to maintain confidentiality
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities

Successful candidate will be required to provide upon hiring:

• A clear vulnerable sector screening
• Participate in our online Armatus Abuse Training and Health and Safety training required upon hiring, as well as updated annually

HOURS: 35 hours per week Monday to Friday: 8:30 a.m. – 4:00 p.m.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

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

Internal Applicants, must advise your managing supervisor of your intentions prior to submitting your application.