Office Administrator

The office administrator will lead and coordinate all secretarial and administrative duties for the center and will also perform a variety of accounting duties.

HOURS:

• 25 hours per week; 8.30 a.m. -1.30 p.m.

General Administration

• Performs general office duties such as answers the telephone and directs inquiries and answers inquiries; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives email material as requested; resolves routine inquiries
• Opens and distributes incoming mail and processes outgoing mail including materials of a confidential nature
• Prepares and receives paperwork for various business/admin department projects and processes as assigned by the manager: month-end and year-end tasks, including reports, deposit summaries, journal entries, and preparing and submitting TEM reports, and other business-related projects and tasks as needed.
• Assists with maintaining databases (employee/volunteer info, contact lists, etc.); helps maintain input into the Salvation Army databases.
• Drafts and types business correspondence; sorts and prioritizes assignments within general guidelines; researches and responds to difficult inquiries on behalf of the managers as assigned.
• Drafts and prepares presentations, brochures, flyers, advertisements, invitations, and certificates subject to supervisor approval
• Coordinate groups using the building, both internal individuals and rentals, and coordinate room set-ups for programs or meetings as required
• May assist with preliminary event planning/communication, track event registrations and payments
• May update online information (i.e. Facebook)
• May order stationary/other supplies and assists in maintaining adequate office supplies/other supplies as needed (kitchen/lunchroom), may arrange for maintenance of office equipment
• Helps with maintenance and cleaning of old files storage area, keeping items current and area safe
• During Christmas season, will assist with various seasonal correspondence; assist with preparing the mail-out campaign address list, and seasonal reports; may help kettle coordinator with admin tasks as instructed by the Corps Officer
• Participates with co-workers in maintenance and cleanliness of building (snow removal, general interior cleaning, general exterior cleanup if needed)
• May provide support to food back when necessary with registration/data entry

Finance/Administration

• Handles walk-in cash and credit card donations, and issues receipts, prepares official tax receipts and thank you letters
• Assists with processing bank deposits; deliver deposits to the bank
• Performs accounting duties such as coding of accounts payable invoices, accounts receivable, handling and reconciling petty cash, and other related accounting duties
• Prepares payroll on time

Human Resources

• Maintain and ensure that employee records/personnel files are up to date by processing employee changes on time
• Liaise with the Employee Relations department at Divisional Headquarters as necessary
• Assist with employment relations correspondence as assigned, delivering documents to staff in Salmon Arm’s various locations; typing correspondence and preparing registered letters as assigned by supervisor.
• Performs other duties as assigned

Education/Certifications:

• Completed two (2) years of community college, preferably the completion of a diploma in Business Administration or related field
• An alternative level of education and experience may be acceptable

Experience:

• Minimum of two (2) years prior related experience, including, senior administrative/secretarial experience, payroll administration

Required Skills/Knowledge:

• Proficiency in all Microsoft Office products is required – i.e. Word, Excel, Powerpoint, Outlook – as well as in the use of office equipment such as photocopier, scanner, etc.
• Some prior experience using cloud-based HR software; specifically, payroll would be a definite asset (ex: Ultipro)

• Strong sense of integrity and confidentiality with professional ethics and balanced sense of fairness and flexibility
• Adapt to and utilize technology and processes quickly
• Exceptional organizational, prioritizing, and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision
• Excellent interpersonal skills and strong communication, both verbal and written
• Ability to work both independently and to participate as an active and responsible team member in a cooperative team environment
• Able to work in a consultative, diplomatic, and tactful manner when dealing with the public, both in-person and on the phone
• 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
• Willingness to learn and be flexible

Successful candidates, prior to hiring, may be required to provide:

• Background check consent
• A clear vulnerable sector screening
• Clean drivers abstract
• Completion of our online Armatus Abuse Training and required Health and Safety training

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. 

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

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