Hospitality and Administrative Assistant

The Hospitality and Administrative Assistant creates and nurtures a welcoming environment for all who enter the Community Services Centre. The incumbent provides direct navigation support to neighbours in need, both in person and over the phone or by email. Additionally, the incumbent will provide administrative support to other mission partners and programs of the Community Services Centre.

HOURS:

• 30 per week.  We are open to exploring a job share if two qualifying candidates are interested in splitting the hours.
• Temporary for July/August 2024.

• Consistently demonstrates empathy and concern for neighbours accessing Salvation Army services and programs.
• Provides emergency services (referrals to community partners) to neighbours as directed by caseworkers or the Community Services Director (i.e. food, shelter, etc.).
• Performs general office duties such as answers telephone calls and directs and answers inquiries; greets and hosts visitors; opens and distributes mail, files documents electronically or manually; distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries, all in a confidential manner
• Handles and ensures the protection of extremely confidential and sensitive employee, client, and/or program files.
• Assists in maintaining confidential statistical records
• Gives direction to volunteers assigned to administrative duties. Keeps track of volunteer’s hours.
• Assists in submitting the bi-weekly payroll information.
• Gives oversight of the reconciliation of staff corporate visas and personal expenses through internal systems for timely payment.
• Gives oversight of the reconciliation of gift cards through internal systems.
• Assists with the key and alarm code distribution and record keeping
• Assists with the management and maintenance of the phone greeting system
• May be part of the Joint Health and Safety team
• Communicates regularly with community partners for the benefit of sharing information about resources for supporting neighbours in need, and for sharing resources between organizations.
• May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed, may arrange for maintenance of office equipment.
• Prepares and receives paperwork for various projects and programs as assigned by Supervisor or Department Lead (i.e. month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed)
• Types and/or updates forms, letters, reports, and memos, assuring accuracy.
• Draft and prepare presentations, brochures, flyers, invitations, etc. subject to Supervisor’s direction and approval.
• Responsible for maintaining inventories and updating as needed.
• Assists with basic building oversight in partnership with the maintenance and property team, ensuring issues are noted, reported to the right service provider, and addressed in a timely manner.
• Handles walk-in donations, and issue temporary receipts and prepares official tax receipts.
• Receives and/or declines, sorts, organizes donated or purchased product as directed and in accordance with standard procedures. Arranges for disposal of unusable items in accordance with policy.
• May be required to handle hazardous material in a safe and conscientious manner with WHMIS and WorkSafe guidelines.
• Assists in scheduling meetings, may be required to draft agenda, take minutes, and distribute minutes accordingly.
• Performs other job-related duties as assigned.

Critical Relationship Management:

Governance Boards and Councils: None

Internal: Corps Officers, Directors, neighbours, all mission partners (staff and volunteers)

External: General public, donors

Managerial / Technical Responsibilities:  

• The incumbent will not have any formal management responsibility.
• They may show and direct volunteers how to perform certain duties

Financial and Material Management:  

• The incumbent has minor material responsibilities occasionally receiving and ensuring the effective usage of materials
• Handles donations and provides donors with a temporary receipt.
• Uses or maintains organization assets in accordance with established guidelines.
• Does not have any no budget responsibilities.

Working Conditions:  

The incumbent’s work environment is typically in a general office setting. The incumbent works in generally agreeable conditions, with the following exceptions:

• Dealing with angry people
• Verbal abuse
• Frequent interruptions and multitasking
• Temperature variations (i.e., front door opening and closing)
• Equipment and general office noise (i.e., people talking, phones ringing)

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 high school
• Specialized applicable courses of at least 6 months (bookkeeping, office administration) will be considered a strong asset

Experience and Skilled Knowledge Requirements:

• A minimum of two years of related experience.

Skills and Capabilities: 

• Must have strong time management ability
• Ability to work both independently, with minimum supervision, and as part of a team
• Good organizational skills and the ability to work on several tasks is essential
• Ability to maintain confidentiality
• Good working knowledge of Microsoft Word, Excel, PowerPoint and Easy Worship or the ability to learn quickly is essential
• Ability to communicate effectively both orally and in writing with employees and the public
• Ability to follow and implement The Salvation Army’s Standards, Policies and Procedures
• 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 ability to adapt to change and interruptions to a normal work routine, and work in a fast-paced environment.
• A willingness to adhere to a professional dress code
• An understanding of and support for the Mission Statement of the Salvation Army in Canada.
• The successful applicant must have, or be willing to obtain, a criminal record check, clearance from the National Abuse Registry.

Successful candidates, prior to hiring, may be required to provide:

• Background check consent.
• A clear vulnerable sector screening.
• A clean drivers abstract.
• Completion of our online Armatus Abuse Training and required Health and Safety training.

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.