Administrative Assistant – Victoria ARC

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The Salvation Army Victoria ARC
Published
November 23, 2018
Location
Victoria, Canada
Job Type
Category
Interested applicants must respond in writing to
Employee Relations, Email: Resumes@victoriaarc.org, Fax : 250-384-8412
Closing date
December 14, 2018

Description

Interested applicants must indicate JOB#201838 in the subject and respond with cover letter and resume.

The Administrative Assistant reports to the Executive Director, performs general office duties and provides clerical support to the business operations of the ARC such as but not limited to reception, answering/directing phone calls and email enquiries, filing, mailing, banking, data entry, copying, shredding, organizing, supplies inventory, setting-up meeting venues, keeping the mezzanine area tidy and attends to other administrative errands as requested. The position requires tact and diligence in handling confidential and sensitive information.

 

TERMS OF EMPLOYMENT : Permanent, Part-time

HOURS PER WEEK: 24 hours per week

SHIFT SCHEDULE: Monday to Friday, schedule to be finalized upon hire

Responsibilities

• Receives administrative calls, messages, guests, mail and deliveries and directs them to appropriate office/s.
• Assists the Administration in organizing the office, filing, maintaining, moving and disposing records according to The Salvation Army policies and procedures.
• Collects, maintains and protects confidential information.
• Circulates general mail and reading materials on managers’ incoming trays or offices.
• With training and supervision, enters data, updates and organizes electronic files and records; performs research and generates reports on SAMIS, TEM, APT, UltiPro, E-Claim and other database programs that may be assigned.
• Counts and reconciles front desk receipts.
• Performs bank deposits, cashes petty cash cheques and reconciles the transaction records.
• Creates petty cash reimbursement requests and reconciles the requests to the expenses.
• Conducts inventory of the vending machines, order supplies and counts the machine money with the Business Manager.
• Processes employee expenses, vehicle fuel receipts and visa receipts using TEM.
• Checks coding on invoices using Agresso.
• Conducts inventory of office supplies and equipment assigned to the Administrative Department and orders replacement when requested and approved by the manager.
• Prepares new hire and benefit enrollment packages.
• Produces, edits and updates employee business cards and ARC information materials.
• Collects, maintains and protects confidential information.
• Assists in setting-up meeting venues; tidies up and organizes the mezzanine’s meeting rooms, storage rooms, staff kitchen and hallway.
• Assists in booking meetings; taking, writing and circulating minutes.
• Attends to all staff meetings and training seminars related to agency services as required.
• Performs other related duties as may be assigned from time to time.

Qualifications

• Must have completed high school with a specialized course up to six months (business or office management, finance, accounting, human resources or any related field is preferred)
• Must have at least six months related experience.
• Must be proficient in MS Office programs, applications and basic database management.
• Must demonstrate adeptness and trainability in handling various office equipment, tools and gadgets.
• Must possess good clerical, organizing, records keeping, typing and data entry skills.
• Must possess good numeric and analytical skills with attention to details.
• Must be able to multi-task, meet deadlines and work in a team environment.
• Must be able to follow through and work collaboratively on project-based assignments.
• Must possess good customer service skills.
• Must be able to demonstrate flexibility and creativity.
• Must be able to understand the barriers faced by the Victoria ARC residents and guests.

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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