Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

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.

Job Description:

Position Purpose summary:

The Administrative Assistant provides support in the areas of finance, bookkeeping, reception, record-keeping, data entry, and internal and external communication.

ACCOUNTABILITIES:

Administration

• Perform general office duties such as answers telephone and directs enquiries and answers inquiries; greet visitors and direct them to appropriate person(s); files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; ensure that guests to the facility sign in/out.
• Open and distribute in-coming mail and process out-going mail; receive parcel(s) and distributes to the appropriate person(s); process out-going mail including courier parcels and materials of a confidential nature; assist with the daily general mail opening.
• Order and maintain an adequate supply of all stationery, office, and janitorial supplies; ensure foyer is welcoming and appropriate material is on display.
• Maintain a neat, tidy, and safe work area and ensure area is left neat at end of each day.
• Assist in the preparation for internal reviews/audits and follow-up; support the Director in ensuring that internal systems follow Territorial Salvation Army policies, procedures, and internal standards; make decisions on routine administrative matters.
• Assist with the administrative components of Ministry Unit property matters i.e., upkeep, inspections, insurance, repairs, service contracts, quotations etc.
• Maintain current fixed asset inventory; ensure that a yearly inventory is completed, maintains adequate insurance coverage.
• Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes as required; draft, prepare, and distribute weekly bulletins, monthly calendar, posters, invitations, for Corps and CFS.
• May schedule or keep track of supervisor’s calendar; make travel arrangements etc.
• Develop and prepare brochures, fliers, posters, newsletters, Ministry Unit website, and social media.
• Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, hours worked etc.), maintains input into The Salvation Army Management Information System – S.A.M.I.S., Corps Directory, all Rolls and Registers.
• Maintain confidentiality and keep accurate employee, Officer, and statistical reports.

Finance

• Perform various accounting duties such as processing accounts payable invoices, ensuring they are coded according to the budget and submitted for payment to Octacom/Business World in a timely manner to avoid late fees; accounts receivable, issues official tax receipts, handles and reconciles petty cash and other related accounting duties, e.g., bank deposits, TEM, Business World, expense claims, cheque requests.

• Collect required information to assist Regional Accounting in the preparation of the annual T3010.

• Process cash receipts and contributions/monetary donations from the public, church members, clients, etc. issuing tax receipts as required for charitable giving.

• Prepare and deposit funds to the local bank and enter into the accounting system, liaise with local bank on issues pertaining to the ministry unit.

• Maintain proper records and assist with ensuing that all legal requirements concerning the finance of the Ministry Unit are met; monitor stored financial reports and destroy old reports as per retention of records policies.

Community Services Support

• Assist with food bank operations, including but not limited to updating client records, responding to inquiries related to the food bank and appointment system, supporting client intake and shopping during peak periods, and providing support during staff absences due to vacation or illness.

Perform other related duties as required.

WORKING CONDITIONS:

• This is a temporary part-time position based on 30 hours per week.
• Working environment is typically in the office in generally agreeable conditions.
• Work exposes to disagreeable/angry clients.
• Ability to lift/move up to 30 lbs.
• The supervisor will set the hours of work and work schedule.
• Some travel required (10%) for bank deposits.

Normal hours of work: 9:00 a.m. to 3:30 p.m., Monday to Friday and includes a ½ hour unpaid meal break. The working conditions are such that to meet the operational needs of the job some flexibility in scheduling is required as it relates to hours of work and work schedule; it may require work outside of regular business hours.

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 a formal post-secondary program for two academic years, preferably in Administration, Business Administration, or related field
• A valid Ontario Class “G” Driver’s License own vehicle and insurance is required.

Experience and Skilled Knowledge Requirements

• Minimum of three (3) years of prior related experience and senior administrative experience, general accounting experience and use of office equipment/tools.
• Knowledge of Shelby, SAMIS, Workday, Business World and Volunteer Scheduler Pro database (Salesforce) would be an asset.
• Proficiency in all Microsoft Office 365 products is required - i.e., Word, Excel, Publisher, PowerPoint, etc.

Alternative combinations of education and experience may be considered.

Skills and Capabilities:

• Exhibit good listening skills, have strong oral/written communication skills.
• Excellent interpersonal skills, integrity, and adaptability.
• Attention to detail and high accuracy; problem solving and analytical skills.
• Represent The Salvation Army in a professional, positive, and engaging manner.
• Ability to maintain information in confidence and exercise good judgement.
• Self-directed with superior organizational skills, attention to detail, time management skills, ability to prioritize and effectively handle multiple priorities/tasks; the ability to complete assignments and meet competing deadlines with minimal supervision.
• Ability to clearly and concisely compose/proofread/edit documents such as letters, memos, and e-mail.
• Ability to learn, adapt, and utilize technology and processes quickly.
• Ability to work independently and participate as an active and responsible team member.
• Treat the property of The Salvation Army with due care and caution.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• 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.
• 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.

Compensation:

The target hiring range for this position is $21.28 to $26.60 with a maximum of $31.92.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email Recruitment.Accommodations@salvationarmy.caif you have a need for any accommodation and we will be pleased to discuss this with you.