Full Time Administrative Coordinator

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OCE Distribution Centre
Published
mars 20, 2020
Location
Toronto, Canada
Job Type
Salary
$18.50 - $27.75 per hour
Interested applicants must respond in writing to
Director: OCE_Railside@can.salvationarmy.org
Closing date
April 3, 2020

Description

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Core Values:

The Salvation Army Canada and Bermuda Territory has four core values:

Hope: We give hope through the power of the gospel of Jesus Christ.

Service:  We reach out to support others without discrimination.

Dignity: We respect and value each other, recognizing everyone’s worth.

Stewardship: We responsibly manage the resources entrusted to us.

JOB SUMMARY:

The Administrative Coordinator performs a multi-faceted, dynamic and key business operations role, including provision of Executive Assistant support to the Director in fulfilment of the mission of the OCE Distribution Centre.  Operationally, this will be achieved through the execution of day to day tasks, special projects and strategic initiatives pertaining to the provision of logistical support to Salvation Army Ministry units as they assist the needy in our communities.

 

Responsibilities

Operational Functions

  • Supports Ministry Unit clients; coordinates regular deliveries, assists with special order fulfilment, and works to resolve or escalate client service or quality concerns
  • Performs basic maintenance / updating to the OCE Distribution website; ensures details of available items are listed on the OCE Distribution website for client selection
  • Supports logistics activities related to Christmas Toy Campaigns – Toy Mountain and Toys For Tots – including maintaining the Gift Card registry and liaising with donors and clients as required
  • Receives donations, maintains donor records, and provides tax receipts and personalized thank you letters to our donors

Human Resources Functions

  • Onboards new employees and volunteers; ensures employees receive, complete, and return required forms in a timely manner
  • Provides initial orientation for new employees and volunteers. Provides site tour, introductions, information about emergency workplace procedures, common hazards and mitigation techniques.  Ensures required safety training is completed and tracked as per policy
  • Acts as administrator and timekeeper for payroll purposes; responsible for creation and maintenance of electronic HRIS records, data entry and validation of timesheet information, and ensuring any HRIS changes are implemented as required
  • Supports the recruitment process. In coordination with the Director or designate, completes initial candidate pre-screening processes.  Liaises with candidates and the interviewer(s) to coordinate interviews, prepares any documentation for the process, and arranges any required skill testing.  Ensures unsuccessful candidates are informed appropriately of their status
  • May participate as a member of an interview panel if required

Volunteer Coordination

  • Conducts outreach to increase and maintain the number of available volunteers
  • Schedules volunteers (individuals and groups) for shifts, ensuring the requested times are beneficial to the operation and the volunteers
  • Hosts volunteers while on site. Ensures safety orientation information is provided and supervises volunteers to ensure work is completed in a safe manner
  • Ensures appropriate thank-you measures / gestures are extended towards volunteers

Administrative Functions

  • Provides executive assistant support to the Director. Schedules meetings, prepares correspondence, generates reports and/or presentations as required. Performs daily tasks as required related to business operations
  • Acts as reception / the initial point of contact for OCE Distribution Centre. Receives requests from current and potential community clients, Ministry Units, vendors, donors, and others via phone, email, or in-person contact.  Responds or redirects inquiry as appropriate
  • Ensures office supply and non-operational warehouse supply inventory levels are maintained. Track supply and usage and ensure re-orders are placed in a timely manner to eliminate item shortages
  • Receives and distributes incoming mail; arranges for mailouts, couriers, or other required delivery methods
  • Maintains filing systems for employee and operational files. Ensures files are up-to-date and contain all required elements.  Ensures files are kept secure and that retention / destruction policies and procedures are followed
  • Maintains driver support records (abstract, CVOR) are current and updated as required. Reports any discrepancies to the Director
  • Manages Element (vehicle maintenance) system; ensures preventative maintenance schedules are followed and that any other vehicle deficiencies are corrected. Reconciles and verifies Element statements each month
  • Provides data entry support with tasks such as processing invoices, expenses, and credit card reconciliation

General

  • Ensures work performed by employees or volunteers under their supervision is completed in a safe manner, in accordance with WSIB, TSA, or other regulatory body requirements
  • May occasionally be required to deliver or pick up small items to / from local vendors, donors, and/or clients
  • Performs additional related duties as required

 

Qualifications

  • Relevant Community College/University education
  • Minimum 3 years’ administrative experience
  • Strong interpersonal and organizational skills
  • Excellent communication skills – written and verbal
  • Strong computer skills including proficiency in the Microsoft Office suite of products (Word, Excel, Access, Power Point, Publisher) and ability to become an expert in Salvation Army in-house systems
  • Valid Standard First Aid/CPR preferred
  • Valid class “G” driver’s license

Successful candidate will be required to provide upon hiring:

  • A clear criminal record check
  • A clean drivers abstract
  • Participate in our online Armatus Abuse Training and Health and Safety training required upon hiring, as well as updated annually

HOURS: 40 hours per week

 

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.

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

If there is a competition number associated with this posting, please include within the subject line of your email, fax or regular mail correspondence.

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.

This posting is open to external and internal candidates alike. If you are an internal applicant, please advise your Department Head of your intentions prior to submitting your application.

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