Full Time Administrative Assistant

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Published
janvier 25, 2023
Location
Hanover
Job Type
Ministry Unit/Dept:
Hanover Community Church
Salary Range:
$16.06 – $20.08 per hour
Address:
581 12th St
Posting Expires:
February 1, 2023
Applications Accepted By:
Major Connie Armstrong: Connie.Armstrong@salvationarmy.ca

Description

The Administrative Assistant performs a variety of administrative duties for The Salvation Army Hanover Unit.

KEY RESPONSIBILITIES:

Administration

  • Draft and type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
  • Perform general office duties such as answer and screen telephone calls and direct inquiries and answer inquiries, greet and escort visitors, file documents electronically or manually; photocopy and distribute materials as requested; and send and receive fax/email material as requested; resolve routine inquires and assist with visitor entry into building.
  • Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records; maintain input into Salvation Army Management Information System (S.A.M.I.S) and prepare year-end reports.
  • Draft and prepare presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval (e.g., power point presentations); compile, type, and maintain Ministry Unit policies, procedures, and manuals as needed.
  • Draft and distribute thank you letters to volunteers and donors.
  • Prepare the annual Christmas Report in an accurate and timely manner.
  • Schedules meetings on behalf of Corps Officer, prepares agenda and takes minutes (when required by Corps Officer), types, and distributes minutes.
  • Maintain Corps Officer’s calendar and provides reminders including supporting documentation; assists where needed to ensure agendas / requirements are met.
  • Prepare (as specified by Corps Officer) and receive all paperwork for various projects and processes (e.g., annual Corps Membership Review, program proposals); assists the Corps leaders with local corps related projects.
  • Assist with the preparation of reports, grant applications and fundraising plans.
  • Provide administrative and program support to the Community and Family Services (CFS) Associate and back up support to that role during CFS Associate absences.
  • Maintain Corps Directory, all rolls pertaining to Corps and the corps website ensuring it is up to date (as required).

Human Resources

  • Maintain and ensure that employee records/personnel files are up to date by processing employee information changes in a timely manner; maintain all employee confidential hard copy/electronic employee files.
  • Coordinate and maintain archiving of personnel files in compliance with applicable Salvation Army and legal requirements.
  • Track vacation, sick leave and assist employees with benefit inquiries.
  • Ensure accurate and timely processing of WSIB claims using the E-Claims filing system as required.
  • Utilize information from employee timesheets and input employees’ hours as timekeeper into UltiPro as required for payroll functions in UltiPro for supervisor approval.
  • Process payroll and hire paperwork for seasonal Christmas Kettle employees.
  • In conjunction with supervisor, ensure that any employee status changes for payroll have been submitted to Divisional Headquarters for approval and subsequently updated in the UltiPro system
  • Liaise with the Employee Relations contacts at Divisional Headquarters as necessary.

Business/Finance

  • Perform duties such as issuing donor receipts for income tax purposes, weekly bank deposits, filing of bank records.
  • Perform various accounting duties such as coding of accounts payable invoices, accounts receivable, receipting, handle and reconcile petty cash, and other related accounting duties (e.g., bank deposits) as required.

General

  • Open and distribute incoming mail and process out-going mail, which may be of confidential nature, receive parcel(s) and distribute to the appropriate person(s).
  • Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
  • Order all stationery supplies and maintain adequate inventory of office and janitorial supplies and other supplies.
  • Contacts contractors, service people for equipment and / or property maintenance.
  • Work with the Corps Officer to ensure that internal systems follow Territorial policies, procedures, and internal standards.
  • Monitor adherence to all relevant Salvation Army Minutes, advising Corps officers of deviations and chronic problems.
  • Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.
  • Provide updated information and assist webmaster with website, and social media sites.

Perform other related duties as assigned.

WORKING CONDITIONS:

  • This is a permanent full-time position based on 25 hours per week.
  • Schedule to be set by the supervisor, some flexibility in scheduling required in consultation with the supervisor as there may be scheduled overtime.
  • Working environment is typically in the office in generally agreeable conditions.
  • Ability to lift/move 20 lbs.
  • Occasional travel (up to 5%) is associated with this position.

 

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

  • Completion of a formal post-secondary/college program of one academic year.
  • Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration will be considered as an asset.
  • Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

  • Minimum of three (3) years of prior related experience, including administrative experience and experience dealing with office equipment and tools.
  • Some prior related experience using cloud based human resources software; specifically, payroll would be a definite asset, i.e., UltiPro.
  • A Valid Ontario Class “G” Driver’s License, personal vehicle and insurance is required; an original copy of a current Driver’s Abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion is required.

SKILLS AND CAPABILITIES:

  • Maintain information in confidence as required.
  • Participate as an active and responsible team member.
  • Represent the organization in a positive, professional, and engaging manner.
  • Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
  • Able to work in a consultative, diplomatic and tactful manner.
  • Strong written and verbal commununciation skills - clear and simple to understand.
  • Effective organizational and time management skills – self-motivated and disciplined self-starter.
  • Ability to work with minimal supervision.
  • Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, etc.
  • Strong administrative, interpersonal and communication skills both oral and written.
  • Proficient in office procedures, i.e., telephone, photocopier, scanner, fax machine, room reservations, etc.
  • Ability to work in a fast-paced environment, with proven attention to detail and aptitude for accuracy and thoroughness and consistent follow-up skills and flexibility
  • Demonstrate strong organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision
  • Adaptable, proactive, a self-starter and the ability to work independently
  • Ability to use tact and diplomacy when dealing with the public, both in person and on the telephone
  • Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.
  • Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

 

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

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

You must advise your managing supervisor of your intentions prior to submitting your application.

 

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