Operations Administration Coordinator

The Operations Administration Coordinator performs specialized administrative duties with a specific focus on financial administration, IT, marketing and communications, and provides backup support for the Business Manager and the Administration Team.

HOURS:

• 30-40 hours per week, hours may temporarily increase in November/December
• Working 5 days per week, Monday to Friday

Financial Administration

• Process ad-hoc and monthly monetary donations (including cash, cheque, debit/credit card), issue receipts, and process-related reporting and filing
• Prepare and submit deposit summaries, weekly Church collections and cheques, and input Church members’ contributions.
• Review Thrift Store sales reports and supporting documentation to identify donations requiring receipting, and scan sales documents to head office.
• Record, track, and reconcile incoming and outgoing gift cards.
• Process accounts payable invoices for approval by MU Leaders, reconcile vendor statements, submit to head office, and review/approve invoices in the accounting system.
• Reimburse approved petty cash purchases, count and reconcile the petty cash fund monthly
• Prepare ad-hoc and monthly journal entries and submit them to head office for posting
• Provide payroll backup support, as required
• Assist MU Leaders with annual budget preparations and monitoring expenditures to ensure compliance, and administration relating to properties and vehicles
• Create, track, analyze, and report on financial results and thrift store sales

General Admin Office and Ministry Unit Administration

• Support MU Leaders with secretarial/admin duties (e.g. scheduling, reminders, documents, meeting agendas/minutes, drafting correspondence, reports, etc.).
• Maintain MU contact lists, databases, and registers to ensure current and accurate information
• Update and prepare Church Bulletins for Sunday service, including the monthly calendar of events.
• Check office post office box, process incoming outgoing mail, including materials of a confidential nature
• Maintain and order approved office supplies and other department-specific supplies for all locations.
• Arrange repair and maintenance of buildings and equipment for all locations.
• Perform general office and reception duties (e.g. greet visitors, answer and screen telephone, answer and direct inquire; organize and file documents electronically or manually, resolve routine inquiries, etc.).
• Oversee and maintain the Pro Bono Legal Services and I.D. Retrieval/Replacement programs.
• Perform other tasks as requested by MU Leaders or other team members

Administration Team Backup and Support

• Provide backup support/relief coverage for the administrative team, particularly the Business Manager, during absences, which may include checking emails and voice messages, answering or directing queries, troubleshooting issues, seeking guidance from other team members, where required, to make decisions on routine and/or urgent administration matters, and/or seeking guidance from Corps Officers of issues of greater importance or complexity.
• Create administrative templates for all departments (e.g. client discount cards, inventories), assist with documents/reports/spreadsheet creation, etc.
• Assist the Human Relations Administrator and Volunteer Coordinator in the maintenance of employee records and volunteer records, as required
• Draft and type correspondence, proof typing for accuracy, sort and prioritize typing assignments within general guidelines; researches and response to difficult inquiries on behalf of the supervisor

Marketing, Communications, and Public Relations

• Contribute to the development and implementation of a comprehensive marketing and communication strategy and accompanying materials (e.g. content for Facebook posts for various local/national campaigns, advertising, and community messages, etc.)
• Maintain a media library of relevant collateral; maintain an up-to-date listing of all divisional media contacts
• Assist in the preparation of displays, exhibits, and presentations, etc.; may manage exhibit booths, as assigned
• Draft and prepare presentations, brochures, flyers, advertisements, invitations, and certificates as directed

Information & Communication Technology (ICT)

• Support all departments with daily user technical support
• Support all departments with the use of Office 365 and cloud-based document management
• Install and configure appropriate software and functions
• Provide orientation and guidance to users on how to operate new software
• Support the maintenance of VolunteerHub, and other databases

Education/Certifications:

• The successful job applicant will have completed more than two (2) years of Community College, including a certificate or diploma, in a related field (e.g. business administration, management, office administration/secretarial, accounting, marketing/communications) (NOTE: An alternative level of education and experience may be acceptable.)

Experience:

• Minimum of two years prior related experience, including administrative, senior administrative/secretarial, and general financial administration experience
• Experience dealing with office systems, equipment, and tools
• Experience working in a past-faced, dynamic, and at times challenging environment

Skills / Capabilities:

• Ability to work with and use modern technology and proficiency in all programs in Microsoft Office 365, especially Word and Excel, and understanding of various computer software and applications
• Excellent attention to detail
• Excellent organizational skills, including the ability to prioritize tasks and work within deadlines
• Excellent written and oral communication skills
• Working knowledge of basic accounting procedures, basic payroll procedures, and familiarity with financial computer programs preferred
• Ability to work independently while part of a team
• Excellent customer service skills
• Ability to demonstrate creativity within approved guidelines
• Ability and willingness to lift to 20 pounds
• Knowledge and experience using social media and websites would be helpful but not mandatory

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

• Background check consent
• A clear vulnerable sector screening
• 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.