Administrative Assistant

The Salvation Army Canada and Bermuda Territory•Hamilton, ON

1d•CA$21 - CA$32•Onsite

About The Position

The Administrative Assistant provides support in the areas of finance, bookkeeping, record-keeping, data entry, and internal and external communication. This role is crucial for maintaining the smooth operation of the office and supporting the mission of The Salvation Army.

Requirements

Completion of a formal post-secondary program for two academic years in Administration, Business Administration, or related field.
Must have a full driver’s license.
Minimum of 3 years of prior related experience and senior administrative experience, general accounting experience and use of office equipment/tools.
Proficiency in Microsoft Office 365 products is required - i.e., Word, Excel, Publisher, PowerPoint.
Must have access to a reliable vehicle.
Must be able to lift 19lbs unassisted.
Ability to maintain information in confidence and exercise good judgement.
Ability to clearly and concisely compose/proofread/edit documents such as letters, memos, advertisements, publications and e-mail.
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.

Nice To Haves

Alternative combinations of education and experience may be considered.
Exhibit good listening skills, have strong oral/written communication skills.
Ability to create Easy Worship and other visual and multi-media presentations; learn, adapt, and utilize technology and processes quickly.
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.
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 learn, adapt, and utilize technology and processes quickly.

Responsibilities

Perform general office duties including answering telephones, directing inquiries, greeting visitors, filing documents electronically and manually, photocopying and distributing materials, and sending and receiving fax and email communications.
Open, sort, and distribute incoming mail; prepare and process outgoing mail and courier packages, including confidential materials; and assist with daily mail procedures.
Order and maintain adequate supplies of stationery, office, and janitorial materials as directed.
Coordinate employee/congregational acknowledgements such as cards, flowers, or other expressions of support for birthdays, illnesses, bereavements, births, and graduations.
Maintain a neat, organized, and safe work environment, ensuring work areas are tidy at the end of each day.
Assist in the preparation for internal reviews/audits and follow-up; support the Corps Officer in ensuring that internal systems follow Territorial Salvation Army policies, procedures, and internal standards; make decisions on routine administrative matters.
Provide administrative support related to property matters including upkeep, inspections, insurance, repairs, service contracts, and quotations.
Draft, prepare, and distribute bulletins, Easy Worship, /PowerPoint presentations as required for Sunday worship services, monthly calendars, posters, invitations, brochures, flyers, newsletters, website content, and social media communications for the Corps.
Schedule and maintain supervisor calendars and assist with travel arrangements as required.
Build and maintain databases and records including employee and volunteer information, contact lists, inventory, and maintains input into The Salvation Army Management Information System – S.A.M.I.S., Corps Directory, all Rolls and Registers.
Maintain confidentiality while preparing accurate employee, Officer, and statistical reports.
Update and maintain social media platforms and provide timely information to congregants and the community.
Update phone system messages to reflect changes in hours, closures, or holiday schedules.
Maintain an accurate and current church directory.
Respond to community inquiries in a professional, courteous, and timely manner, providing accurate information within the scope of knowledge and referring matters to appropriate personnel when necessary.
Receive donations or payments for rentals and issue temporary hand-written receipts for the public, church members, clients, etc.; send acknowledgment letters where applicable.
Maintain accurate fixed asset inventory records, coordinate annual inventory processes, and assist in ensuring adequate insurance coverage is maintained.
Coordinate facility rentals from outside groups, ensuring that all necessary details are completed, i.e., set-up, take-down, catering etc.
Prepare Corps Officers Corporate (US Bank) VISA expenses through T.E.M. System.
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.
Ensure rental requests are appropriate, comply with established guidelines, and have the required insurance coverage in place.
Forward concerns or requests for building repair to responsible parties.
Ensure that the outside signage and online website signage is changed on a regular basis.
Communicate with the Caretaker/Custodian as necessary regarding requirements for the Church building and outside groups, i.e., set-up etc.
Count money, enter data in Shelby Web and bank deposits as required.
Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
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.
Develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.