Administrative Assistant-B

The Admin B position provides administrative and/or special project support for the Bulkley Valley Circuit

• Submit Element monthly reports/invoices, including program vehicle Toyota Tundra truck, Cargo Van, and TSA Emergency services truck.
• Answers phone
• Gift card reconciliation for Houston and Smithers; maintain gift card logs as cards are donated and disbursed.
• Process all invoices: code, stamp, scan, submit [Note: The paying of invoices often involves phone calls or in-person visits to the location. For example, for proper invoices (not just receipts), account queries, etc.]
• Keep vendor accounts current (i.e., keeping abreast of staffing changes) to ensure invoices are received and paid on time.
• Check Business World daily for submitted invoices requiring approval.
• Weekly banking for Smithers and Houston, this includes:
  • receipting and accounting for individual and organization donations, meeting both TSAAnd CRA requirements.
  • keeping vault log and Excel Donation Tracker current
  • weekly count sheet, tithes, and general ledger
  • in-person bank deposit and submitting deposit records to Calgary Revenue
  • Shelby: entry of contributions (tithes) and CRA receipting (and sending CRA tax slips)
• Setting up vendors or donors for EFT (Electronic Funds Transfer) payment (incoming or outgoing) as required
• Create and distribute monthly staff meeting agenda and Action Minutes as requested by the Ministry Unit Director
• Data entry for Ministry Unit payroll for 12 employees every two weeks. As both the Administrator and Timekeeper in UltiPro, this includes:
• Inputting all hours from timecards and checking for accuracy for all employees
• Preparing new employee packages and processing all documentation for new employees or changes in status for existing employees through UltiPro
• Tracking and approving/denying vacation and sick pay requests
• Communicating, as required, with employees and the Unit Lead on all payroll matters.
• Banking for Kettle Drive – counting and deposits every day during the 4-week campaign
• Fiscal year-end tasks: total donations (Shelby), total tithes (Shelby), gift-card reporting, various payroll reports (ex. T4’s to employees)
• Various tasks/reports, either payroll-related or administrative, as requested by the Director (This includes a variety of tasks that promote and improve our services to the community. It may consist of community outreach, introductions to community organizations and leaders, insight, and advice on local community issues)
• Performs other work-related duties as assigned.

HOURS: 10 hours a week

Education, Qualifications and Certifications:       

• Post-secondary education (certificate/diploma) in communications or a related field.
• Specialized courses of up to six (6) months will be considered a vital asset.
• Minimum 1-year related experience; a combination of experience and education will be considered.
• Post-secondary education (certificate/diploma) in communications or a related field.
• Administration background is an asset.

Experience and Skilled Knowledge Requirements   

• A minimum of two years of prior related experience, including administrative experience and experience dealing with office equipment and tools.

Skills and Capabilities:  

• The job performance requires moderate sitting, walking, and keyboarding.
• Occasionally standing, bending, and lifting to 10 pounds.
• The job performance requires a moderate amount of computer/word processing, directing visitors and telephone calls, attentive listening, and occasionally sorting mail and filing.

• Computer literate with working knowledge of Word, Outlook, and Excel
• Working knowledge of circulation databases
• Organized, able to meet deadlines, and display good time management.
• Strong interpersonal skills and a friendly, professional manner
• Ability to prepare correspondence and take minutes.
• Strict confidentiality required.

Successful candidates, before hiring, may be required to provide:

• Background check consent.
• A clear vulnerable sector screening.
• A clean driver's abstract.
• Completing our online Armatus Abuse Training and required Health and Safety training.

The Salvation Army will accommodate candidates as required under applicable human rights legislation. Please inform us of your requirements for a disability-related accommodation during this process. 

We thank all applicants. However, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions before submitting your application.