Admin Assistant Temporary Fixed term
About The Position
The Admin Assistant position leads all secretarial and administrative duties in the center/department or for a senior executive position. 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. 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.
Requirements
- Three years of prior related experience, including, experience dealing with office equipment and tools, and senior administrative/secretarial experience.
- Attention to detail, problem solving and analytical skills.
- Attention to computer work.
- Attentive listening, empathy to staff, clients, and volunteers.
- Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
- The Salvation Army's (TSA) Criminal Background Check policy stipulates that a criminal background check is required for all new employees. It must also be completed for volunteers who will be in a position of financial trust or authority. Additional screening is required for employees and volunteers who will work with vulnerable persons.
Nice To Haves
- A formal post-secondary/college program of one academic year Business Administration or Community Administrative Assistants certification/designation will be considered as an asset.
Responsibilities
- 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); assists CFS supervisor and Program Director in maintaining 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).
- Orders all stationery supplies and maintains adequate office supplies and other supplies as and when needed (e.g., kitchen or lunchroom supplies); may maintain postage meter supply; may arrange for maintenance of office equipment.
- Prepares and receives all paperwork for various projects and processes (e.g., community service orders, ministry unit annual reviews).
- Assists with content curation and distribution through website and social media.
- Coordinates volunteer recruitment, application processing and orientation with designated supervisors.
- Schedules or keeps track of supervisor’s calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation if required.
- Handles and reconciles petty cash and write receipts for donors once required.
- Assists with recruiting, coordinating, and assigning work to support staff.
- Makes decisions on routine and urgent administrative matters in the absence of the supervisor.
- Performs other work-related duties as assigned.
Benefits
- health and dental benefits
- paid vacation and sick time
- RRSP's
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
