Full Time Administrative Assistant / Bookkeeper

The role of Administrative Assistant/Bookkeeper is one of the most important positions within the ministry unit and is essential to the overall mission of the Salvation Army in Cobourg.  The Administrative Assistant/Bookkeeper is often the first point of contact for members of the community  and well as being tasked with maintaining the  ministry unit financial matters,   ensuring that all aspects of the financial and material management of the unit is accurate and up to date.

Financial and Material management: 

• Ensure that all financial information is input to the proper accounts following the SA policy and procedures.
• Verify payables and process entries to Business World and TEM (invoices, payment vouchers, Element statements, Visa statements, etc.)
• Perform duties such as issuing non-member donor receipts for income tax purposes; maintain knowledge of CRA rules.
• Ensure all monies received are receipted and timely deposits are made; ensure donation entries and member contributions are updated in Shelby in a timely manner.
• May assist with annual budget preparation, file statements, ensure that MU leaders have reviewed and signed off where applicable.
• Handles and ensures the safekeeping and security of all gift cards.
• Receiving, recording, and securing donations.
• Serve as custodian of gift cards and ensure journal entries are made and verify the inventory, track receipt and use of gift cards.

General Administration:

• 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; and send and receive fax/email material as requested; resolve routine inquires.
• Draft thank you letters for volunteers and donors, and check typing for accuracy.
• Assist with the preparation for the Annual Ministry Unit Review.
• Ensure that inventory lists are up to date and submitted to DHQ in a timely manner.
• Open and distribute incoming mail and process out-going mail, which maybe 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.

Perform other duties as required.

WORKING CONDITIONS:

• This is a permanent full-time position based on 35 hours per week.
• Working environment is typically in the office in generally agreeable conditions.
• This job requires using a computer frequently, working in a sitting position for periods of time and the ability to lift/move 20 lbs.

Normal hours of work:  Monday to Friday, 8:30 am to 4:00 pm and includes a ½ hour unpaid meal break.

• Completed two (2) years of Community College, preferably the completion of a diploma in Business Administration or related field.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Minimum of two (2) years of prior related experience, including, senior administrative/secretarial experience, general accounting experience and use of office equipment/tools.

SKILLS AND CAPABILITIES:

• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, fax machine, room reservations, etc.
• Adapt, and utilize technology and processes quickly.
• Ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
• Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Able to work in a consultative, diplomatic and tactful manner when dealing with the public, both in person and on the telephone.
• Self-motivated and disciplined self-starter.
• Good listening skills and strong oral/written communication skills.
• Excellent interpersonal skills, integrity, and adaptability.
• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Represent the organization in a positive, professional, and engaging manner.
• 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.