Administrative Assistant

To provide efficient and effective administrative support to the Corps Officers, Thrift Store Manager and the CFS Department.

General Office:

• Provide reception/greeting for department staff and guests.
• Prepare general correspondence for all department matters. Send and receive emails as requested.
• Maintain filing - both electronically and manually.
• Record, prepare and distribute minutes for all department meetings.
• Answer calls and inquiries for Corps, Draft and type correspondence as requested by Corps Officers.
• Distribute both incoming and outgoing mail on a daily basis. Also photocopy and distribute materials as requested.
• Arrange calendar entries, invitations and scheduling.
• Oversee all department equipment and furnishings.
• Order departmental supplies and stationary, and maintain accurate inventory.
• Maintain Corps Directory, all rolls pertaining to Corps and Ministry Unit Social Media pages.

Administration

• Make travel arrangements and accommodation for Officers.
• Prepare rosters and presentations for meetings and special events, prepare year end reports
• Organize departmental events and trainings.
• Act as the contact person, answering inquiries and emails as required.
• Maintain and update all databases. (SAMIS – Salvation Army Management Information System)
• Provide administrative support for departmental events including registration and scheduling.
• Draft and prepare presentations, brochures, flyers, advertisements, invitations, certificates etc.
• Draft and distribute thank you letters to volunteers and donors.
• Receive, process and file all invoices for payment.
• Assist with the preparation of reports, grant applications and fundraising plans.
• Provide administrative and program support to the CMW-B and backup support to that role during CMW-B absences.
• Other duties as assigned for the good of the Ministry Unit.

NOTE: Not all incumbents perform all of the duties described above but perform a similar range of duties.

Critical Relationship Management

Internal:

• Work with Corps Officers
• Work with co-workers (Thrift store, CFS, Custodian, etc.)

External:

• Work with clients and the general public as well as government organizations (Canada Summer Jobs etc.)

Managerial/Technical Leadership Responsibility:

• This position reports directly to the Corps Officer

Financial and Materials Management:

• Prepare monthly visa statements for the Officers
• Receive and forward corporate visa statements; offer support as needed.
• Organize all Coding, billing and processing of all departmental invoices and vouchers.

Education, Qualifications and Certifications:

• Minimum - High School Graduate
• Diploma and /or degree in a relevant field of education
• A combination of training and experience in administrative skills.

Experience and Skilled Knowledge Requirements

• Minimum of 3-5 years of related work experience

• Excellent computer skills, with specific expertise in Microsoft Word, Excel, Access, PowerPoint, Outlook and Publisher. Additional program knowledge is an asset.
• Excellent verbal and written communication.
• Ability to prioritize assignments, multi task, and meet deadlines.
• Ability to perform tasks with a minimal supervision.
• Maintain confidentiality.
• Good interpersonal skills.
• Ability to work cooperatively in a Team based environment.

Working Conditions:

• This is an office working environment.
• Majority of tasks will take place at Truro Corps.
• 25 hours per week. - Medical, Dental and RRSP benefit options available after successful completion of 3 month probationary period.

Interested applicants must respond in writing by October 7th, 2024 to:

Hiring Committee:

e-mail: Bruce.Jennings@salvationarmy.ca

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.

PLEASE NO PHONE CALLS