Receptionist/Administrator – Temp FT – North York

The Administrative Assistant will serve as the first point of contact at our Ontario Distribution Center, performing support tasks in an administrative capacity. Daily responsibilities would include receiving and screening guests, answering the front desk phone, assisting the Business Manager, running errands, etc. This is a temporary, full-time position based on 40 hours per week.  The work schedule is determined in consultation with your supervisor and may vary according to requirements of responsibility.

• Acts as the receptionist/initial point of contact for the Ontario Distribution Centre. Receives requests from current and potential community clients, Ministry Units, vendors, donors, and others via phone, email, or in-person contact. Responds or redirects each inquiry as appropriate.
• Receives and distributes incoming mail; arranges for mailouts, couriers, or other required delivery methods.
•  Maintains filing systems for employee and operational files. Ensures files are up-to-date and contain all required elements.
• Manages Element (vehicle maintenance) system; ensures preventative maintenance schedules are followed and that any other vehicle deficiencies are corrected. Reconciles and verifies Element statements each month.
•  Maintains driver support records (abstract, CVOR) are current and updated as required. Reports any discrepancies to the Director.
• Performs general office duties: answers and transfers telephone calls, directs/responds to inquiries, greets, and assists visitors, photocopies/distributes materials, sends/receives fax/email material, files documents electronically and/or manually, as well as other data entry/paperwork tasks.
• Ensures office supply and non-operational warehouse supply inventory levels are maintained. Track supply and usage and ensure re-orders are placed in a timely manner to eliminate item shortages.
• Perform various financial and accounting duties: coding of accounts payable invoices, accounts receivable, donor receipting, handle/reconcile petty cash, weekly bank deposits, filing of bank records and other related accounting duties.
• Provides executive assistant support to the Director. Schedules meetings, prepares correspondence, generates reports and/or presentations as required. Performs daily tasks as required.
• May occasionally be required to deliver or pick up small items to/from local vendors, donors, and/or clients.

Perform additional related duties as assigned

Internal:

• Works cooperatively with Business Manager/Administrative Assistant, workers and volunteers
• Interacts courteously and professionally with staff from various Ministry Units while completing delivery tasks

External:

• Interacts courteously and professionally with suppliers and donors

MANAGERIAL/Technical RESPONSIBILITY:

• This position reports directly to the Business Manager and Director

 WORKING CONDITIONS:

• Work is performed in an office with occasionally involves work in a warehouse.

• Administrative: 1 year (Required)
• Education: High School (Required)
• License: G License (Preferred)

EXPERIENCE AND KNOWLEDGE:

• Minimum 1 year of administrative experience.
• Strong interpersonal and organizational skills.
• Excellent written and verbal communication skills.
• Strong computer skills including proficiency in the Microsoft Office (Word, Excel, Power Point).
• Valid class “G” driver’s license preferred.

Successful candidates will be required to provide a satisfactory Criminal Record Check and/or Vulnerable Sector Screening.

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.