Administrative Assistant

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

Mission Statement The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Core Values The Salvation Army Canada and Bermuda has four core values:
Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

The Administrative/Accounting Assistant is responsible to provide administrative and accounting support to Heritage Park Temple. This will include secretarial, administrative and accounting duties.  Perform duties such as payroll, timekeeping, and maintaining a filing system, performing bookkeeping functions including assistance in accounts payable/receivable, petty cash, banking, and preparing/reconciling periodic financial reports.

This is a part-time position at 21 hours per week.  Monday, Wednesday and Friday, 9:00 am to 4:00 pm.

Administrative and Organizational Support

• Drafts and prepares correspondences including presentations, brochures, flyers, advertisements, invitations, general inquiry responses, reports, certificates and updates subject to supervisory approval
• Researches and responds to enquiries on behalf of the Corps Officer(s)
• Prepares weekly church bulletin, monthly calendar, corps wide email communications, and corps directory/mailboxes
• Manages and updates Church Membership Rolls on a regular basis
• May schedule or keep track of Corps Officer(s) calendar; make travel arrangements; change arrangements and provide reminders including support documentation
• May recruit, coordinate and assign work of volunteers and/or support staff
• Builds and maintains databases (e.g. employee/volunteer information and records, contact lists, inventory, stats)
• Prepares and maintains paper and electronic filing systems ensuring the protection of personal and sensitive data
• Sends out and maintains required volunteer training and screening requirement and keeps track of hours worked
• Provides information to booking rental inquiries and coordinates required paperwork, communication, and provides building access
• Communicates clearly, politely and effectively, both orally and in writing, to all internal and external contacts
• Becomes familiar with Salvation Army Policies, able to access it as needed and takes any required policy training
• Satisfactorily completes any additional training requirements as communicated by Supervisor
• Regularly corresponds with DHQ/THQ as required
• Maintains familiarity and adherence with standards, mission, values and procedures of The Salvation Army and Heritage Park Temple
• Other related duties as required

• Processes invoices according to Salvation Army procedures; handles and reconciles petty cash and delivers bank deposits, as well as processes visa and personal claims of Officers
• Processes all donations and revenue according to policy and Canada Revenue Agency requirements (tax receipts as required for charitable giving)
• Processes accounts receivable and payable invoices following the guidelines provided with the ability to communicate status reports
• Process all financial data and reports in a timely manner and with excellent accuracy
• Orders all stationary / office supplies and maintains adequate office supplies and other supplies as needed (e.g. kitchen supplies); maintains adequate postage supply; may arrange for maintenance of office equipment
• Handles and ensures the protection of extremely confidential and sensitive files
• Follows the correct process to handle property and maintenance issues (contractor management)
• Keeps track of Kettle Income and does record keeping as required
• Assist with Employee Records and required forms
• Inputs employee time entries and assists with payroll management

Reception:

• Performs general office duties such as answer phone, screens calls; greeting and directing visitors/contractors/church members; resolves routine inquiries.
• Maintains voice mail, including timely retrieval of messages, and provision of a friendly and courteous voice mail message
• Receives and responds to requests by phone, email or fax in a professional and timely manner
• Maintains the Heritage Park Temple Website, keeping it in constant good order, updates as required and advises the Corps Officers on possible improvements
• Retrieves, 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)
• Maintains office appearance, accessibility and functionality in the foyer
• Ensures hospitality aspects of events and meetings as required

Education, Qualifications and Certifications:  

• Completed up to two (2) years of Community College, plus specialized courses related to administrative work; business administration and accounting; alternative level of education and experience may be considered.

Experience and Skilled Knowledge Requirements  

• Two to three years of work experience in client/customer relations and/or administrative work is preferred.