Adminstrative Assistant (Canada Summer Jobs)

The Salvation Army Canada and Bermuda Territory•Guelph, ON

23h•Onsite

About The Position

The Administrative Assistant will assist in all administrative areas and will complete various tasks providing support to department leaders. This is a temporary position funded in part through the Canada Summer Jobs Program, requiring the applicant to be aged 15 to 30, a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred, possess a valid Social Insurance Number, and be legally entitled to work in Canada. International students are not eligible. The role involves supporting various departments, including Community Services, Human Resources, and financial processes, with a focus on administrative duties, program support, and data management.

Requirements

Completion of a Secondary School.
Some prior related experience including, administrative experience and experience dealing with office equipment and tools.
Excellent written, verbal and computer skills (this includes but not limited to video editing).
Ability 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 with vulnerable sector screening.
Ability and 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.
Aged 15 to 30 years at the beginning of the employment period.
Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment.
A valid Social Insurance Number.
Be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.
An ongoing condition of employment is the ability to maintain immigration status to legally remain and work in Canada which is supported by valid immigration documents.
Applicants must meet program eligibility requirements, including age and legal status criteria.

Nice To Haves

Standard First Aid and CPR is an asset but not required.
Attention to detail, problem solving and analytical skills.
Self-motivated and disciplined.
Strong sense of integrity and confidentiality with professional ethics.
Organized, hardworking, dedicated, creative, and possess leadership qualities.
Able to work well independently and as in a cooperative team-oriented atmosphere.

Responsibilities

Perform administrative duties such as filing, review/revise policy manuals/handbooks, prepare/distribute program materials as requested, process program registrations as required, prepare presentations as needed, draft correspondence, thank you letters etc. as requested.
Maintain confidentiality and keeps accurate client/employee files and statistical reports.
Schedule meetings, prepare agenda, and take minutes; type and circulate minutes as required.
Assist with promotion of Community Services programs and services through advertising creatives and marketing strategies.
Assist with volunteer recruitment and HR processing.
Assist Community Services Team in developing new program and service offerings, and aiding in implementation process.
Assist in cataloguing, stocking shelves, and entering data into the circulation software for the Loft Children’s Library.
Assist the Administrative Coordinator in processing information from employee timesheets, input time entries, and attendance information in a timely and accurate manner into the Business World/SalesForce system for supervisor approval.
Provide administrative support as needed to the ministry team.
Assist in preparing and maintaining databases at it pertains to Human Resources.
Assist in ensuring an up-to-date supply of new employee hiring packages and orientation materials are available and ready for distribution.
Assist in ensuring that employee files are current, up-to-date, and securely stored.
Assist with ensuring that employee training records are up-to-date and entered into the database.
Provide administrative support to financial processes including: data entry/ accounts payable.
Assist as needed with support of fundraisers (funds raised used to purchase food supplies for our food bank).
Assist as needed/directed with the preparation of invoices for payment (Business World portal).
Perform other position related duties as required.