37.5 hours weekly
Position Purpose summary:
The Ministries Administrative Assistant position leads all administrative duties in the Westbank Thrift Store, Community Life Centre and Renew Church Office and supports the Corps Officers in the carrying out of their administrative responsibilities.
The incumbent is responsible for the following range of job duties characteristic, or typical of the
Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor
Performs general office duties such as answers and screens telephone calls and directs enquires and answers inquires; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries
Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and or program files
May build and maintain databases (e.g. employee/volunteer information, contact lists, inventory, hours worked); maintains input into the Salvation Army Management Information System - S.A.M.I.S.
Drafts and prepares presentations, brochures, fliers, advertisements, invitations and certificates subject to supervisory approval (e.g. power point presentations)
Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes
Opens and distributes in-coming mail and processes out-going mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s)
May order all stationery supplies and maintains adequate office supplies and other supplies as needed (e.g. kitchen or lunchroom supplies); may maintain postage meter supply; arranges for maintenance of office equipment
Prepares and receives all paper work for various projects and processes (e.g. community service orders, ministry unit annual reviews)
May schedule or keep track of supervisor’s calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation
Oversees the processing of receipts for donors using the SHELBY system
May recruit, coordinate and assign work of support staff including volunteers
Makes decisions on routine and urgent administrative matters in the absence of the Supervisor
Assists with the procurement of donations for the Thrift Store and for the Community Life Centre, including fundraising and other material supports
May assist with the reconciliation of month end financials
May assist with the recruitment, interviewing and hiring of staff
Assists with the search for and completion of eligible grants
Assists with the coordination of contracted services and tenants
Assists with ensuring proper care for the property and building assets
Assists with developing and carrying out strategic plans for the ministry unit
Assists with maintaining, updating and effectively communicating internal policies and procedures
May assist with Ultipro, Human Resource Management Software
May assist with budget preparation
The successful applicant will hold/have:
(Business Administration) Community Administrative Assistants certification/designation
MINIMUM PRIOR RELATED EXPERIENCE:
The incumbent must have the following experience before hire:
One year but less than three years of prior related experience, including, experience dealing
with office equipment and tools, and senior administrative/secretarial experience.
PHYSICAL EFFORT/DEXTERITY REQUIRED:
The performance of the job requires a frequent amount of sitting and keyboarding, while occasionally bending, walking, standing, and lifting up to 10 pounds.
The performance of the job requires a frequent amount of computer/word processing, directing
visitors and telephone calls, attentive listening, and occasional sorting of mail, filing, researching
and composing responses.
RESPONSIBILITY FOR FINANCIAL RESOURCES:
The incumbent is involved in minor financial matters regularly, or on a relief basis, or has
responsibility for the wise use of his/her own resources. He/She may be authorized to spend,
disburse, or collect small amounts of cash.
RESPONSIBILITY FOR HUMAN RESOURCES:
The incumbent’s responsibility for Human Resources:
The incumbent is responsible as a group/work leader. He/She is responsible for providing
direction and checking results, but generally works along with those supervised.
public relations experience and/or training
experience in retail management
experience working in the non-profit sector
well-developed administrative skills, including exceptional organization
well- developed interpersonal skills, including an ability to work with a wide range of people from a wide scope of sectors
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
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.