Administrative Assistant

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The Salvation Army B.C. Cascade Community Ministries
Published
January 8, 2021
Location
Abbotsford, Canada
Category
Job Type
Salary
$13.85 - $16.98/hour
Interested applicants must respond in writing to
sylvia.antonescu@salvationarmy.ca
Closing date
January 15, 2021
Street Address
35190 DeLair Road

Description

HOURS:  8 hours/week, 2 days/week

  • This position may require working on occasional Saturdays/Sundays.
  • Term – 6 months

Position Purpose Summary:

The Administrative Assistant will be responsible for the effectiveness of the Cascade Community Church office and its support function

Responsibilities

BASIC FUNCTIONS/RESPONSIBILITIES:

  • Provide primary administrative support to Corps Officers
  • Handle telephone calls, screen when necessary, book appointments and receive visitors to Cascade Community Church (CCC)
  • Oversee all general clerical duties including correspondence, filing, photocopying, receipting, outgoing and incoming mail, respond to difficult enquiries on behalf of the Corps Officers when necessary
  • Ensure the completion of various errands such as post office, banking, deliveries and supply pick-up
  • Handle and ensure the protection of extremely confidential and sensitive employee/Corps Officers, client and/or program files/information
  • Management of office printers, office supplies and technical support as required and maintain church email accounts
  • Maintain petty cash and set up cash floats as needed for in-house functions; order of tithing envelopes, keep list up to date
  • Coordination of church volunteers, in connection with Corps Officers: ensures required forms are completed, coordinating volunteers for certain events, facilitate communication between volunteers and staff, maintain an up-to-date volunteer data base
  • Secondary administrative support to Community Ministries Coordinator
  • Develop, update, and publish a church directory for internal use
  • Enter all stats for all areas of the ministries into SAMIS
  • Keep CCC in compliance with Privacy Laws as they relate to office functions
  • Update of the CCC family photo board, CCC family mailboxes and other notice boards throughout the building
  • Process camp applications and fees from the church
  • Give oversight to all church keys and security codes
  • Confirm bookings, updating and communicating price lists, meeting with clients, determining renters’ requirements, completion of rental agreements, contacting necessary personnel for a variety of functions
  • Refer bookings requiring catering to designated catering companies
  • Ensure that external bookings do not conflict with church ministry
  • Completion of function information sheets for all outside group and in-house functions and distributing copies to the necessary personnel
  • Advise and direct the decoration of facilities by rental groups
  • Prepare, forward and follow up of invoices for bookings
  • Provide the Officers with all records of monthly bookings and in-house functions
  • Demonstrate the highest levels of cooperative interpersonal skills and hospitality
  • Prepare coffee and tea for certain functions as needed or appoint  a person to facilitate
  • Supply copy and graphics etc. to the webmaster for use on the websites in conjunction and with approval from the officers or pastors
  • Design, proofread and edit information brochures, flyers, posters, registration forms, bulletin inserts, tickets, and signage for all departments of Cascade Community Church, and manage their in-house production.
  • Oversee volunteers in carrying out various projects – ensure volunteers working with children have required paperwork/documents/training completed
  • Maintain working inventory for items needed for regular church functions
  • Other tasks as needed or requested by Corps Officers

Organizational Responsibilities:

  • Adheres to standards consistent with the values and philosophy of The Salvation Army
  • Supports the vision, values and mission of The Salvation Army Cascade Community Church and its committees and leadership teams
  • Participates fully and constructively in staff meetings and in-service training
  • Engages in meetings with supervisor when requested
  • Reads, follows and suggests improvements to The Salvation Army Abbotsford Policy and Procedures Manual
  • Represents the organization in a professional manner

 

Qualifications

Education/Certifications:

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.

Experience:

One to three years of prior related experience, including, administrative experience and experience dealing with office equipment and tools.

Physical effort/Dexterity required:

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

Required Skills/Knowledge:

The performance of the job requires a moderate amount of computer/word processing, directing visitors and telephone calls, attentive listening, and occasionally sorting mail and filing.

Successful candidate should have:

  • The ability to work in an environment of confidentiality and change
  • Completion of mandatory online training programs as required by DHQ/THQ
  • Excellent interpersonal skills towards staff, clients, volunteers and the congregation
  • A desire to be creative, innovative, a self-starter and requires minimal supervision
  • Excellent oral and written communication skills
  • Computer skills and have experience working with Microsoft Office – including Excel,PowerPoint, Word, Publisher, etc.
  • A valid BC License

 

Experience in working in a similar work environment would be an asset. Successful candidates, prior to hiring, may be required to provide:

  • Background check consent
  • A clear vulnerable sector screening
  • A clean drivers abstract
  • Completion of our online Armatus Abuse Training and required Health and Safety training

 

PRECAUTIONARY MEASURES:

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

  • Universal Precautions
  • Foodsafe Training

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