Temporary Part Time Administrative Assistant

The Administrative Assistant performs efficient and effective office, program and reception support for Correctional and Justice Services in London and Area.

Administration

• Ensure that all aspects of work are completed in accordance with the principles, standards, and policies and procedures of The Salvation Army
• Perform general office duties, i.e. answer and screen phone calls, resolving or directing as necessary; greet and escort visitors
• Maintaining and updating all social media platforms daily
• Responsible for the organization and maintenance of the filing system (both electronically and manually)
• Responsible to take detailed minutes of assigned meetings and, once approved by Executive Director or designate, circulate and/or post. Maintain Minute File
• Photocopy, distribute materials, send, and receive fax/emails as requested; keep copier room tidy and well organized
• Handle and ensure the protection of extremely confidential and sensitive files
• Order stationary supplies and other office supplies for all offices as directed
• Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receive parcels and distribute to appropriate person
• Maintain databases (i.e. Employee/volunteer information, contact lists, inventory, staff training) maintain input into Salvation Army Management Information System (SAMIS)
• Staff liaison for Health & Safety incident reporting, ensuring the posting of administrative notices and updates
• Liaise with community, Divisional Headquarters and Territorial Headquarters as required
• Be a team player prepared to take on projects that advance the Mission of The Salvation Army

Finance and Property

• Receive donations, forward to Bookkeeper and send acknowledgement letters as directed
• Records cheques received and forward to Bookkeeper

 Program

• Assist with coordination of all Christmas activities as directed by Executive Director and Chaplain
• Coordinate annual staff/volunteer events
• Assist Executive Director in preparation of program audits and accreditation
• Accumulate literature for Correctional and Justice Services library where available
• Maintain up-to-date program, employee, student and volunteer handbooks and policy & procedure manuals
• Create and maintain all pamphlets and literature regarding C&JS programs

Volunteers

• Maintain up-to-date volunteer master log
• Maintain C&JS History book
• Assist staff with mandatory volunteer training requirements

 Payroll & Human Resources

• As requested, ensure that online Personnel Change Requests (PCRs) are prepared in an accurate and timely manner for submission to ON Human Relations
• Perform required payroll timekeeping functions in UltiPro in an accurate and timely manner.
• Responsible for Employee Admin functions in UltiPro HRIS (i.e. keeping employee timesheets)
• Maintain current record of employee sick and vacation time
• Complete onboarding will all new employees

Perform other position related duties as required

FINANCIAL AND MATERIALS MANAGEMENT:

• Receive donations and contract cheques and send acknowledgement letters

WORKING CONDITIONS:

• This is a temporary part-time position based on 22.5 hours per week
• Schedule is as follows: Monday-Wednesday-Friday, (8:30– 4:30pm and includes a ½ hour unpaid meal break. Some weekend and evening work may be required
• The Supervisor will set the hours of work and work schedule – flexibility may be required
• Working environment is in the office, agreeable conditions
• Ability to lift/move 10 to 19 lbs.

• Completion of a Community College program, completion of a Business Administration Diploma, OR three years’ experience in a similar capacity
• Has completed Administrative Skills course or similar program
• First Aid CPR certification
• Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

• Minimum of two (2) years of prior related experience, including administrative experience and experience dealing with office equipment and tools
• Some prior related experience using cloud based human resources software (ie. UltiPro)

SKILLS AND CAPABILITIES:

• Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities
• Participate as an active and responsible team member
• Participate in mandatory orientation training
• Participate in regular supervision and performance appraisal process
• Represent London Correctional & Justice Services and The Salvation Army in a positive, professional, and engaging manner.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures
• Must comply with all Salvation Army policies and procedures and associated legislation.
• Exhibit good listening skills, have strong oral/written communication skills, and respect authority
• Excellent interpersonal skills
• Ability to use tact and diplomacy when dealing with the public, both in person and on the phone
• Ability to maintain information in confidence and exercise good judgement
• Strong problem-solving skills
• Self-directed with strong organizational skills and the ability to complete assignments and meet deadlines with minimal supervision
• Ability to learn, adapt, and utilize technology and processes quickly
• Attention to detail, ability to prioritize, manage multiple tasks
• Demonstrate a high level of integrity and adaptability
• Team-player mindset
• Excellent working knowledge of all Microsoft office programs (specifically Word, Excel, and PowerPoint) and other programs
• 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
• 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.