Administrative Assistant

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The Salvation Army Waterston Centre
Published
January 11, 2019
Location
Regina, Canada
Job Type
Category
Salary
$14.97-$18.72
Competition #
ADM2019-01
Interested applicants must respond in writing to
Major Wayne McDonough at wayne_mcdonough@can.salvationarmy.org
Closing date
January 31, 2019

Description

The Administrative Assistant leads all secretarial and administrative duties under the direction of The Salvation Army Waterston Centre Executive Director.

This is a temporary position from February 11, 2019 to October 4, 2019.

Hours of work are Monday to Friday, 8:00 am to 4:30 pm.

 

Responsibilities

The incumbent  is responsible for the following range of job duties characteristic, or typical of the job class:

  • 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; 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
  • May order all stationery supplies and maintains adequate office supplies and other supplies as needed
  • Prepares and receives all paper work for various projects and processes (e.g. community service orders, ministry unit annual reviews)
  • May handle and reconcile petty cash and write receipts for donors
  • Supports Executive Director in processing of payroll
  • Is responsible for oversight of employee benefits.
  • Makes decisions on routine and urgent administrative matters in the absence of the supervisor
  • Performs other duties as assigned

Qualifications

Minimum Education Level Attained:

The successful job applicant will have completed High School, plus specialized courses of up to six (6) months.

NOTE:  An alternative level of education and experience may be acceptable.

Special Licenses, Diplomas, Certifications or Requirements:

The successful applicant will hold/have:

  • Community Administrative Assistants certification/designation
  • Criminal Record Check

Minimum Prior Related Experience:

The  incumbent must have the following experience before hire:

  • One year related experience

Physical Effort/Dexterity Required:

The performance of the job requires a frequent amount of sitting and keyboarding, while occasionally bending, walking, standing, and lifting up to 10 pounds.

Concentration Required:

The performance of the job requires a frequent amount of computer/word processing, directing visitors and telephone calls, attentive listening, and occasional sorting of mail, filing, researching and composing responses.

Work Environment:

The incumbent’s work environment is typically in a general office setting

The incumbent works in generally agreeable conditions, with the following exceptions:

  • Dealing with angry people
  • Verbal abuse
  • Frequent interruptions and multitasking
  • Temperature variations (i.e. front door opening and closing)
  • Equipment and general office noise (i.e. people talking, phones ringing)

The incumbent will have little to no travel required.

Responsibility for Financial Resources:

The incumbent is involved in minor financial matters on a relief basis.  He/she may be authorized to spend, disburse, or collect small amounts of cash. The incumbent has very little input into the annual budget.

Exposure To Hazards:

The job incumbent may be exposed to the risk of minor harm, injury or illness due to:

  • Physical attacks by others (i.e. Attacks or threats by clients/general public)

Exposure to infectious diseases (from general public)

Precautionary Measures:

The incumbent must take the following precautionary measures (in addition to health and safety rules):

  • Use of hand sanitizer
  • Immunization for Hepatitis B

Please include the competition # in the subject line of your email.

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.

In accordance with The Salvation Army policy and legislated requirements, employment is conditional upon the verification of credentials and completion of a background check.

Internal Applicants, please advise Department Heads of your intentions prior to submitting your application.

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