Part Time Administrative Coordinator

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Published
September 22, 2022
Location
Toronto
Job Type
Ministry Unit/Dept:
New Hope Leslieville
Salary Range:
$19.63 - $24.23 per hour
Address:
29 Leslie St
Posting Expires:
October 6, 2022
Applications Accepted By:
Simran Kaur: Simranjit.Kaur@salvationarmy.ca

Description

The Administrative Coordinator leads and coordinates all secretarial, administrative duties and also performs a variety of accounting duties for the New Hope Leslieville and New Hope North York

KEY RESPONSIBILITIES:

Clerical Duties:

  • Provide administrative support for New Hope Leslieville and New Hope North York to the Director in accordance with established policies and procedures including Employment Standards; Collective Agreement; Hostel Standards and Payroll Procedures.
  • Multi-task in an environment where numerous tasks and events are un-predictable and urgent in nature.
  • Participate in the development, implementation, evaluation and revision of all policies, procedures, strategic and business plans, all mission, vision and value statements.
  • Record and compile minutes for various meetings involving leadership of Director such as Management Team, Labour & Management Committee and Staff Meetings.
  • Update, prepare and coordinate publication of documents such as departmental handbooks, position tasks lists, and annual reports.
  • Draft correspondence and other short documents of a complex nature. Format documents and edit for grammar, spelling and accuracy.
  • Complete all necessary monthly statistical reporting to the City of Toronto Hostel Services to receive per diems for client served.
  • Ensure that Salvation Army Monthly Information System (SAMIS) statistical reports for New Hope Leslieville and New Hope North York are completed and submitted in a timely manner.
  • Ensure regular back-up of Computer server and all users of shelter computers are operating in accordance with The Salvation Army Computer Policy.
  • Perform general office duties as it relates to inquiries; visitors; filing; photocopying; faxing; and incoming/outgoing mail.
  • Draft and prepare presentations (including PowerPoint), brochures, fliers and newsletters.
  • Coordinate and oversee the day-to-day management of necessary shelter forms, logbooks, office/computer supplies and other materials.
  • Gather, enter, and update data to maintain departmental records and databases as appropriate for New Hope Leslieville and New Hope North York; establish and maintain files and records for the office.
  • Create and revise systems and procedures by analyzing current practices in order to find efficiencies and implement changes.

Human Resource Duties:

  • Assist with the Employee Relations management including completing Employee Transaction forms through UltiPro, preparing letters of employment, and personnel filing for New Hope Leslieville and New Hope North York.
  • Assists with the administration of the employee benefit plan.
  • Prepare, update, and submit job postings and request to fill documentation to Employee Relations to fill department vacancies for New Hope Leslieville and New Hope North York at the request of the Director.
  • Participate in the recruitment and selection process by scheduling and coordinating interviews with multiple candidates; preparing interview documentation; conducting professional reference checks; drafting offer letters; arranging new staff orientation documentation for New Hope Leslieville and New Hope North York.
  • Adhere to policies and guidelines of The Salvation Army as it relates to employee documentation.
  • Responsible for the security and updating of all personnel files ensuring the protection of extremely confidential and sensitive employee files for New Hope Leslieville and New Hope North York.
  • Responsible to maintain an electronic database for all employee records such as vacation and sick leave entitlements; training matrix; seniority rosters and contact lists.
  • Review employee work hours noting any absenteeism and necessary information submitted by Supervisors.
  • Review and update any changes regarding payroll into UltiPro.

FINANCIAL AND MATERIALS MANAGEMENT:

  • Adhere to policy and procedures as it relates to payroll processing services, chartered of accounts, deposit processing, accounts payable processing and retention of financial records.
  • Complete an official receipt for donations and compile thank you letters for donors.
  • Responsible for Petty Cash Fund on behalf of the Director.
  • Complete a Cheque Requisition for reimbursement of all petty cash vouchers for various expenses (i.e. clothing, outings and other personal needs) for the Director’s approval.
  • Code invoices trough Business World for all expenses according to a chartered of accounts and submit to Director for approval for New Hope Leslieville and New Hope North York.
  • Ensure that all approved invoices and vendor statements on a weekly basis are forwarded to Regional Accounting Centre.
  • Review periodically the standard accounting package (Business World) and communicate any discrepancies to Director.
  • Monitor and coordinate accounting activities as appropriate, and prepare internal reports for management; participate in budget planning and management.

Health and Safety Responsibilities:

  • Comply with the provisions of the Occupational Health and Safety Act and Regulations.
  • Adhere to The Salvation Army’s Health and Safety Program and Policy and Procedures.
  • Assist with composing and updating of Health and Safety policies and procedures and written material, as required.
  • Report accidents/workplace hazards in a timely fashion.
  • Conduct facility security/safety rounds as requested.

Perform other duties as assigned.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

  • A diploma in Community College or equivalent.
  • Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

  • Minimum of three years’ experience in a senior administrative position.
  • Technical abilities with finance software applications.

SKILLS AND CAPABILITIES:

  • Proficiency in the use of Microsoft Office applications and Internet access software.
  • Proven ability to exercise high level of confidentiality.
  • Solid interpersonal and customer service skills.
  • Effective oral and written communication skills.
  • Good organizational skills and ability to prioritize tasks.
  •  Must be able to complete the Praesidium and Health and Safety training as applicable.
  • Demonstrate a professional demeanor.
  • 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 with vulnerable sector 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.

 

HOURS: 20 hours per week

 

 

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all new employees within the Province of Ontario, Social Services sector.  The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

 

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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