Full Time Administrative Assistant

2 weeks ago

Burlington, Ontario, Canada The Salvation Army Full time
The Administrative Assistant provides secretarial and administrative support to Burlington Community and Family Services.

KEY RESPONSIBILITIES:

Administration

  • Ensure that all aspects of work are completed in accordance with the principles, standards and policies and procedures of The Salvation Army.
  • Provide accurate, timely and highly organized administrative support including preparing memos, correspondence, maintaining files, preparing presentations, reports, and other documentation.
  • Responsible for the organization and maintenance of the filing system (both electronically and manually).
  • Responsible to record and type minutes of assigned meetings and once approved by the Corps Officer or designate, circulate and/or post.
  • Handle and ensure the protection of extremely confidential and sensitive files.
  • Maintain databases (e.g. employee/volunteer information, contact lists, inventory); maintain input into Salvation Army Management Information System (S.A.M.I.S).

Financial

  • Conduct weekly processing of Family Services donations.
  • Receive donations and process tax receipts as applicable and send acknowledgment letters.
  • Code and submit accounts payable invoices/bills for payment.
  • Process expenses through Business World/TEM and receipting through Shelby.
  • Handle and reconcile petty cash and other related accounting duties (e.g. bank deposits).

General

  • Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
  • Wednesdays work at Burlington Community Church assisting with administration
  • Ensure that cards, flowers or other appropriate acknowledgement are sent to employees for events such as birthdays, illness, death in family, birth, graduation, etc.
  • May order stationery supplies and other office supplies as directed.
  • Open and distribute incoming mail and process outgoing mail including materials of a confidential nature; receives parcel(s) and distribute to the appropriate
  • Assist in Coordinating building rentals and associated paperwork.
Perform other position related duties as required.

WORKING CONDITIONS:

  • This is a permanent fulltime position based on 32 hours per week.
  • Schedule to be set by the supervisor and some flexibility in scheduling may be required, some weekend and evening work may be required.
  • Working environment is typically in the office in generally agreeable conditions.
  • Ability to lift/move 10 lbs.
  • Use a program vehicle where applicable. i.e. bank deposits.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

  • Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration.
  • Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

  • Minimum of two (2) year of prior related experience, including, administrative experience and experience dealing with office equipment and tools.
  • Some prior related experience using cloud based human resources software; specifically, payroll would be a definite asset, i.e. UltiPro.
  • A valid Ontario Class "G" Driver's License is required, a current Driver's Abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.

SKILLS AND CAPABILITIES:

  • Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.
  • Participate as an active and responsible team member.
  • Participate in mandatory orientation training.
  • Participate in regular supervision and performance appraisal process.
  • Represent the organization in a professional and engaging manner.
  • Must comply with all Salvation Army policies and procedures and associated legislation.
  • Exhibit good listening skills, have strong oral/written communication skills and respect authority
  • Represent The Salvation Army in a positive manner.
  • Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.
  • Excellent interpersonal skills, integrity, and adaptability.
  • Ability to use tact and diplomacy when dealing with the public, both in person and on the telephone.
  • Ability to maintain information in confidence and exercise good judgement.
  • Strong problemsolving skills.
  • Selfdirected with strong organizational skills and the ability to complete assignments and meet deadlines with mínimal supervision.
  • Adaptable, proactive, a selfstarter and the ability to work independently.
  • Ability to learn, adapt, and utilize technology and processes quickly.
  • Attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with mínimal supervision.
  • Ability to take detailed minutes, with strong attention to detail.
  • Prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with mínimal supervision.
  • Selfmot

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