Temporary Part Time Administrative Assistant

The Administrative Assistant performs a variety of administrative duties for The Salvation Army Owen Sound Community Church & Ministries.

Administration

• Answer and screen telephone calls in a pleasant, professional manner, forward calls to the appropriate staff.
• Ensure appropriate responses are provided to community and staff inquiries.
• Perform general office duties such as filing documents electronically or manually; photocopies and distributes materials as requested; sends and receives emails as requested; resolves routine inquiries.
• Type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments.
• Assist with the preparation for various projects and processes (ministry unit annual reviews, accreditation, etc.).
• Draft and prepare brochures, bulletins, flyers, advertisements, invitations, presentations, etc. as requested.
• Update website, outdoor sign, and bulletin boards as necessary.
• Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records) as required.
• Maintain and input statistics into Salvation Army Management Information System (S.A.M.I.S) and prepare year-end reports as required.
• Maintain Corps directory using Shelby Membership, ensuring all rolls pertaining to Corps is up to date.
• Assist with fundraising campaigns as required.
• Schedule meetings on behalf of Corps Officers, take minutes when requested, type and distribute.
• Prepare and receive all paperwork for various projects and processes (e.g., annual Corps Membership Review); assists the unit leaders with local corps and community related projects.
• Provide administrative and program support to the church.
• Ensure that all aspects of work are completed in accordance with the principles, standards and policies and procedures of The Salvation Army.

General

• First point of contact, greet and assist with visitors’ entry into building.
• Distribute incoming mail and process out-going mail, receive parcel(s) and distribute as necessary.
• Accept monetary donations, issuing temporary receipts.
• Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.

WORKING CONDITIONS:

• This is a temporary (1-year) part-time position based on 24 hours per week.
• Schedule to be set by the supervisor, some flexibility in scheduling required seasonally in consultation with the supervisor.
• Normal Hours of work: Tuesday to Friday, 9:00 a.m. to 3:30 p.m. and includes a ½ hour unpaid meal break. Flexibility in scheduling is required.
• Working environment is typically in the office in generally agreeable conditions.
• Ability to lift/move 20 lbs.
• This job requires reaching, bending, and stooping frequently, working in a sitting, and standing position for periods of time.
• Please note there may be a seasonal temporary increase in hours up to a maximum of 35 hours per week during the months of November and December.

• 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 two (2) years of prior related experience, including administrative experience and experience dealing with office equipment and tools.

SKILLS AND CAPABILITIES:

• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, PowerPoint, etc.
• 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 communication skills - clear and simple to understand.
• Attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with minimal supervision.
• Strong administrative, interpersonal and communication skills both oral and written.
• Proficient in office procedures, i.e., telephone, photocopier, scanner, etc.
• Ability to work in a fast-paced environment, with proven attention to detail, aptitude for accuracy, thoroughness, and consistent follow-up skills.
• 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 with the ability to work independently.
• Ability to use tact and diplomacy when dealing with the public, both in person and on the telephone.
• Ability and willingness 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.