Full Time – 25 hours per week
Position Purpose summary:
The Admin A position leads all secretarial and administrative duties in the centre/department or for a senior executive position.
The incumbent is responsible for the following range of job duties characteristic, or typical of the job class:
Reconciliation of sales reports.
Processing requests in UltiPro and payroll.
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
Builds and maintains 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; may arrange 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
May handle and reconcile petty cash and write receipts for donors
May recruit, coordinate and assign work of support staff
Makes decisions on routine and urgent administrative matters in the absence of the supervisor
Performs other duties as assigned
NOTE: Not all incumbents perform all of the duties described above but perform a similar range of duties.
The successful job applicant will have completed High School, plus specialized courses of up to six (6) months.
One year but less than three years of prior related experience, including, experience dealing with office equipment and tools, and senior administrative/secretarial experience.
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.
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.
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.
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.
Internal Applicants: Please advise Department Heads of your intentions prior to submitting your application.