Admin Assistant A

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Published
January 19, 2023
Location
Surrey
Job Type
Ministry Unit/Dept:
Surrey
Salary Range:
$20.30 per hour
Address:
13474 - 96th Ave
Posting Expires:
Until Filled
Applications Accepted By:
Attn: Major Diane Cross, Email: diane.cross@salvationarmy.ca Please mention ' Admin Assistant' in the subject line of your email

Description

The Admin A position leads all secretarial and administrative duties in the centre/department or for a senior executive position.

HOURS: 

  • 30+ hours per week with flexibility and additional hours in November & December

KEY RESPONSIBILITIES:

  • Perform Payroll function for all staff
  • Pay bills and keep organized records of payment (on time paying, ensuring correct processes and monitoring for auditing)
  • Contact person for building projects and management
  • Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor
  • Performs general office duties such as answers and screens telephone calls and directs enquires and answers inquires; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries
  • Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and or program files
  • Builds and maintains databases (e.g. employee/volunteer information, contact lists, inventory, hours worked); maintains input into the Salvation Army Management Information System - S.A.M.I.S.
  • Drafts and prepares presentations, brochures, fliers, advertisements, invitations and certificates subject to supervisory approval (e.g. power point presentations)
  • Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes
  • Opens and distributes in-coming mail and processes out-going mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s)
  • May order all stationery supplies and maintains adequate office supplies and other supplies as needed (e.g. kitchen or lunchroom supplies); may maintain postage meter supply; may arrange for maintenance of office equipment
  • Prepares and receives all paper work for various projects and processes (e.g. community service orders, ministry unit annual reviews)
  • May schedule or keep track of supervisor’s calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation
  • May handle and reconcile petty cash and write receipts for donors
  • May recruit, coordinate and assign work of support staff
  • Makes decisions on routine and urgent administrative matters in the absence of the supervisor

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

  • The successful job applicant will have completed High School.
  • (Business Administration) Community Administrative Assistants certification/designation

Experience:

  • One year but less than three years of prior related experience, including, experience dealing with office equipment and tools, and senior administrative/secretarial experience.

Required Skills/Knowledge:

  • Excellent organizational skills
  • Experience in office and administration/office equipment-computer, copier/fax machine
  • Proven proficient use of internet based software, Microsoft Office, Excel, online search engines, etc.
  • Proven active and compassionate listening skills
  • Proven problem solving and conflict management training/skills
  • Excellent communication and interpersonal skills
  • Obtain clearance from RCMP Enhanced Criminal Record check and clearance from The Salvation Army’s Internal Abuse registry
  • Ability to multi-task and work well in a fast-paced environment
  • Support for and an understanding of the mission and the purpose of The Salvation Army
  • Flexibility in scheduling is required for November-December

PREFERRED SKILLS/CAPABILITIES:

  • Time management
  • Attention to detail
  • Ability to work independently
  • Supply management.

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

  • Background check consent
  • A clear vulnerable sector screening
  • A clean driver’s 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.

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