Administrative Assistant

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Published
juin 20, 2022
Location
New Westminster, BC
Job Type
Ministry Unit/Dept:
New Westminster Citadel
Salary Range:
$16.50 per hour
Address:
325 Sixth Street, New Westminster BC V3L 3A9
Posting Expires:
July 4, 2022
Applications Accepted By:
Attention: Captain Cathy Esdaille. E-mail: Cathy.Esdaille@salvationarmy.ca. Please mention 'Administrative Assistant' in the subject line of your email.

Description

The Administrative Assistance position will perform all secretarial and administrative duties within the Administration Department.

Hours:

  • 20 hours per week
  • Tuesday to Friday, 9:00 am to 2:30 pm, and includes a ½ hour unpaid meal break.

KEY RESPONSIBILITIES:

  • Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation)
  • Performs general office duties such as answers and screens the telephone 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
  • Builds and maintains databases (e.g. contact lists, employee/volunteer information, inventory, hours worked, and territorial status reports) Maintains input into Salvation Army Management Information System – S.A.M.I.S.
  • Systems (S.A.M.I.S., Link2feed as well as computer programs, Word, Excel etc.
  • Reconcile monthly PHH statements for the units vehicles.
  • Drafts and prepares PowerPoint presentations, brochures, bulletins, fliers, advertisements, invitations, and certificates subject to supervisory request and approval.
  • Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes as required
  • 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 maintain adequate office supplies and other supplies as needed (e.g. kitchen; maintain postage supply; may arrange for maintenance of office equipment).
  • Receives, tracks, and processes all accounts payable for the section of the office and order desk
  • Maintains employee records
  • Preparing and submitting the bi-weekly payroll information into Ultipro System
  • Makes decisions on routine and urgent administrative matters in the absence of the supervisor
  • Maintains record-keeping and preparation of reports related to resource materials costs, and orders
  • May handle and maintain petty cash and prepare receipts/invoices for customers or donors.
  • Seasonal duties: processing camp applications, and volunteer scheduling during the Christmas Kettle Campaign.
  • Some travel required – banking, post office, administrative related errands.
  • Performs other duties as assigned

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Education/Certifications:

  • The successful job applicant will have completed up to two year of Community College.
  • Certificate in Business Administration would be an asset.

Experience:

  • Two years of prior related experience, including experience dealing with office equipment.
  • Handing accounts payable and administrative/secretarial experience.

Required Skills/Knowledge:

  • Computer programs, Word, Excel etc.
  • Excellent organizational skills
  • Experience in office and administration/office equipment-computer, copier/fax machine.
  • Obtain clearance from RCMP Enhanced Criminal Record check.
  • Support the vision, values and have an understanding of the mission and the purpose of The Salvation Army.
  • An alternative level of education and experience may be acceptable.

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

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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