Full Time Administrative Coordinator

The Administrative Coordinator provides administrative support and/or receives work assignments from other community ministries staff for the Wiarton Community Church and Community and Family Services

General

• May perform general office duties such as answers, screens telephone, and directs enquiries and answers inquiries in the absence of the Receptionist (volunteer)
• Maintain confidentiality and keeps accurate employee, Officer, and statistical reports
• Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, hours worked etc.), maintains input into The Salvation Army Management Information System – S.A.M.I.S.
• Schedule meetings, prepares agenda, and takes minutes; types and circulates minutes as required
• Make decisions on routine and urgent administrative matters in the absence of the supervisor
• Draft and type correspondence, checks typing for accuracy, sorts and prioritizes assignments within general guidelines
• Maintain current fixed asset inventory; ensure that a yearly inventory is completed, maintains adequate insurance coverage
• Process out-going mail including courier parcels and materials of a confidential nature; receives parcels and distributes to the appropriate persons; assist with the daily general mail opening.
• Prepare and receive paperwork for various projects and processes
• Process contracts and rental lease agreements as required
• May schedule or keep track of supervisor’s calendar; make travel arrangements etc.
• Develop and prepare brochures, fliers, posters, newsletters, website, and social media
• Research and compile background documents for various meetings and inquiries
• Compile, type, and maintain policies, procedures, and manuals as needed
• Oversee and maintain the room booking and lease agreements etc.
• Monitor adherence to all relevant Salvation Army Minutes, advising Corps officers of deviations and chronic problems
• Oversee that all Ministry Unit property i.e., upkeep, inspections, insurance, repairs, service contracts, quotations etc. are completed as required
• Assist in the preparation for Corps review and other reviews, and follow-up.  Work with the Corps Officer to ensure that internal systems follow Territorial policies, procedures, and internal standards
• Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached
• Order and maintain an adequate supply of all stationery, office, and janitorial supplies
• Provide administrative oversight and support to community ministries staff regarding grant writing, reports, and participate in the development of fundraising plans
• Utilizing the Better Impact software track volunteer data; provide/process volunteer application forms and associated documentation; provide a tour of the facility, facilitate volunteer onboarding including mandatory training requirements; assist in the preparation of volunteer position descriptions and recognizing volunteers {i.e., the volunteer appreciation event}

Business

• Perform various accounting duties such as bookkeeping, accounts payable, accounts receivable, issues official tax receipts, handles and reconciles petty cash and other related accounting duties, e.g., bank deposits, TEM, Agresso etc.
• Prepare or participate in draft budget preparation and monitor budgets and refers discrepancies to the Corps Officer

Payroll and Benefits

• Provide ongoing management and archiving of personnel files in compliance with applicable Salvation Army and legislative requirements
• In conjunction with supervisor, ensure that any employee status changes for payroll have been submitted to Divisional Headquarters for approval (using the Personnel Changes Request form) and subsequently updated in the UltiPro system
• Utilize information from employee timesheets, input time and attendance information into the UltiPro system for supervisor approval
• Maintain all employee confidential hard copy/electronic employee files
• Provide accurate and timely input of employees’ hours as timekeeper into UltiPro
• Track vacation, sick leave and assist employees with benefit inquiries
• Ensure accurate and timely processing of WSIB claims using the E-Claims filing system as required

Perform other duties as required

WORKING CONDITIONS:

• This is a permanent full-time position based on 35 hours per week
• Some flexibility in scheduling required, some weekend and evening work may be required, some travel.
• Ability to lift/move more than 10 lbs. (4.5kg)
• The Supervisor will set the hours of work and work schedule
• Working environment is typically in the office in generally agreeable conditions

Normal hours of work: 9:00 a.m. to 5:30 p.m., Monday to Friday and includes a ½ hour unpaid meal break

• Completion of a Community College program, preferably the completion of a diploma or certificate Administration, Business Administration, or related field
• Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

• Minimum of three (3) years of prior related experience and working knowledge payroll, senior administrative experience, general accounting experience and use of office equipment/tools
• Typing speed of 50 words per minute

SKILLS AND CAPABILITIES:

• Proficiency in all Microsoft Office products is required – i.e., Word, Excel, Publisher, PowerPoint, etc.
• Develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities
• Adaptable, proactive and a self-starter.
• Ability to maintain information in confidence and exercise good judgement
• Ability to learn, adapt, and utilize technology and processes quickly
• Attention to detail, problem solving and analytical skills
• Self-motivated/disciplined
• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible.
• Ability to work independently and participate as an active and responsible team member in a cooperative team environment
• Self-directed with superior organizational skills, attention to detail, time management skills, ability to prioritize and effectively handle multiple priorities/tasks; the ability to complete assignments and meet competing deadlines with minimal supervision
• Ability to clearly and concisely, compose/proofread/edit documents such as letters, memos, and e-mail
• Must have strong interpersonal and communication skills (written/oral)
• A valid Ontario Class “G” Driver’s License, a current Driver’s Abstract that is satisfactory to The Salvation Army, in its sole discretion, is required
• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening
• May require screening through The Salvation Army Abuse Registry
• 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

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all employees in Canada.  The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial/territorial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

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.

You must advise your managing supervisor of your intentions prior to submitting your application.