Administrative Coordinator

The Administrative Coordinator is responsible to provide efficient and effective administrative support to the Executive Director, and Leadership Team in the delivery of all the projects and ministries related to the CJS Greenfield House Ministry Unit.

This will include secretarial, administrative, and accounting duties, in such areas as payroll, timekeeping, benefits, work shift scheduling, filing systems, accounts payable/receivable, petty cash, banking, and preparation of various ministry reports as needed.

Administrative Support:

• Provide administrative support to the Executive Director – performing general office duties, including answering phones, responding to voicemails, filing documents (manually and electronically), copying, distributing materials, sending and receiving emails.
• Build 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.
• Prepare and receive paperwork for various projects and processes related to the ministry unit.
• Coordinate meetings, calendars, special events, and travel; take and distribute minutes, conduct research as needed for meetings, etc.
• Provide support as needed with confidential HR matters which require Executive Director’s involvement.
• Collaborate with the Leadership Team to ensure ongoing ministry unit compliance with all Salvation Army Operating Policies and Procedures.
• Make decisions on routine administrative matters, including dealing with urgent situations in the absence of the Executive Director.

Finance:

• Prepare and deposit funds to the local bank, creating and submitting deposit summaries to Regional Accounting Centre (RAC).
• Take lead role in preparation for financial and risk management audits.
• Maintain an efficient filing system for storage of financial records and confidential client files in keeping with The Salvation Army Data Retention policy.
• Prepare, review and/or approve various account reconciliations.
• Respond to routine enquiries, both internal and external customers/vendors
• Process cash receipts and contributions, monetary donations from the public, clients, etc.; issues tax receipts as required for charitable giving.
• Prepare detailed monthly financial billings for Correctional Services Canada and maintains statistics on funding to track amounts for amounts received and contractual maximums.
• Monitor stored financial reports and destroys old reports as per retention of records policies.
• Maintain proper records and ensure that all legal requirements concerning the financial operation of the ministry unit are met.
• Adhere to the values, mission and operating policies of The Salvation Army concerning employees and finances.
• Other duties as assigned or directed.

Accounts Payable:

• Work with the accounting systems (TEM, Business World, etc.) concerning accounts payable & receivable.
• Process all staff expense claims in TEM.
• Ensure all AP invoices are coded accurately according to TSA statement of accounts and unit budget provisions; approve and submit invoices for payment in a timely manner.
• Split invoice amounts appropriately in Business World between departments/units as necessary.
• Review and monitor all AP invoices in system.
• Follow up on AP invoice enquires from vendors and or staff members.

Petty Cash:

• Provide oversight to petty cash and Day Parole Allowance process; ensure the proper maintenance of petty cash fund, including reconciliation and replenishment of funds on a regular basis; oversee risk management with respect to cash handling, including access to safe.
• Code and process petty cash disbursements and forward to RAC for payment.
• Ensure Balance Sheet accurately reflects Petty Cash on hand and make corrections as needed.

Payroll:

• Assume Timekeeper and Administrator role in UltiPro.
• Input payroll information for employees which includes employee hours, vacation, and sick time.
• Administration oversight of Human Relations (UltiPro: payroll, benefits, training,).
• Track employee training requirements and ensure training is kept up to date by scheduling as needed.
• Monitors reliability status expiry for employees and supports Executive Director in renewal process.
• Make changes to employee's profile as it relates to payroll changes, new hires and terminations.
• Liaise with THQ payroll and/or Human relations departments regarding payroll concerns.
• Maintain/ updates filing system for all HR-related documents, contracts, reports, etc.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: Local groups and Greenfield House Community Council.

Internal: Executive Director, Leadership Team, ministry unit staff; TSA Human Relations, Public Relations and Finance.

External: community partners, donors, and volunteers.

MANAGERIAL/Technical Leadership RESPONSIBILITY:  

• Reports directly to: Executive Director
• Operate as a member of the Greenfield House Leadership Team, being exposed to highly confidential information at the senior management level. As the designated HR representative on site, provide HR information to employees as needed.
• Workflow coordinator:
• Creatively support the Residential Services Manager in weekly employee work scheduling, consulting those impacted and being very sensitive to employee situations and needs.
• Step in as back-up support to other members of the Leadership Team to help fill temporary gaps in program delivery areas where qualified.

FINANCIAL AND MATERIALS MANAGEMENT:  

• Accountable for minor materials management, maintenance, safekeeping, effective usage, and distribution of office supplies and equipment.
• Regular responsibility for financial matters and for wise use of unit resources.
• Is authorized to handle small amounts of cash.
• Support to Executive Director and limited input for annual budget or revenue projections

WORKING CONDITIONS:  

• Typical office environment within a residential setting with little to not travel required.
• Frequent Interruptions.
• May be required to carry weights of less than 20 lbs.
• Consistent computer use.

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

Education, Qualifications and Certifications:  

• Completion of a two-year certificate/diploma in Business Administration or related field.
• A combination of experience and education deemed equivalent may be considered.

Experience and Skilled Knowledge Requirements  

• One to three years of prior-related experience in Business Administration or Accounting. Experience in Payroll Management, HR or previous cash handling would be an asset.
• Prior experience in a social ministry setting would be highly desirable.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and using the Internet.

• Respect and understanding of The Salvation Army – its mission, culture, and values.
• Demonstrated exceptional level of interpersonal, communication and organizational skills.
• Attention to detail, problem solving and analytical skills.
• Ability to maintain confidentiality and discretion as the incumbent will be exposed to personal information of staff, volunteers, and clients, as well as organizational information at senior leadership level.
• Ability to take initiative and to work independently, but also collaboratively with others.
• Clear and accurate communication skills (verbal and written) in English; and an ability to perform Recording Secretary duties.
• Able to multi-task, prioritize, and meet deadlines.
• Demonstrated ability to build appropriate and healthy rapport with clients.
• Extensive knowledge of community resources and the social service delivery system.
• Demonstrated high level of understanding of the issues of poverty.
• Ability to successfully complete training provided for unique software programs used by The Salvation Army
• Willingness to participate in ongoing professional development and training.
• Ability to pass “Reliability Status” level of security clearance as per CSC directive.

Conditions of employment:

• Schedule may vary according to requirements of responsibilities – some evenings/weekend work may be required.
• This is a Full-time position based on 40 hours per week.
• Primary hours of work 0830-1600 hours, with two 15-minute breaks to be used in the morning and afternoon and a 30-minute lunch break daily. Variations to this aspect of the job will be determined by the Executive Director.
• Normal location of work: The Salvation Army CJS Greenfield House, 64 Gordon Street, Moncton, NB E1C 1M2 Telephone: (506) 853-8887

CLOSING DATE:    December 16th, 2024

Please send your cover letter and resume in confidence to:

E-mail: Breanna.Fall@salvationarmy.ca

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.

NO PHONE CALLS PLEASE.