Full Time Administrative Assistant

1 week ago

Toronto, Ontario, Canada The Salvation Army Full time

We are currently hiring a
Full-Time Administrative Assistant. This position reports to the Business Manager and is currently assigned to work at Toronto, Ontario (DVP & Lawrence Avenue) area.

This is a full-time position that works 40 hours per week, currently scheduled Monday to Friday, flexible to meet program needs.


The Administrative Assistant to the Business Team for Broadview Village and/or London Village provides direct administrative support to the Director of Finance/Business Manager or designate while managing the day-to-day administrative functions of the Business Team.


KEY RESPONSIBILITIES:

Administrative Support and Reporting:

  • Performs general office duties such as answering & screening telephone calls, answering & redirecting enquiries; greeting & escorting visitors; setting up and maintaining a departmental electronic filing system of key documentation; scanning and distributing materials as requested to various parties, resolving routine inquiries
  • Point of contact & frontline administrator for the Business Team for all business and finance related matters as assigned; this includes contact with all service contractors and suppliers
  • Point of contact & customer service representative for all general businessrelated enquiries received from various internal or external parties; providing assistance and information on various processes, operating policy requirements & service contractor referrals as necessary
  • Assisting the Business Team in the collection & preparation of documentation for inclusion on the payment and deposit submissions, as well as sending files/documents to various managers
  • Prepare meeting agendas, take and prepare minutes for various meetings as required by the Director of Finance/Business Manager or designate
  • Provide administrative assistance to ensure departmental projects, objectives & goals are delivered on time per established schedules ensuring appropriate follow up on key milestones
  • Develops, implements and monitors a centralized electronic filing system for the Business Team
  • Handles and ensures the protection of extremely confidential and sensitive files
  • Assists with financial analysis in the coordination & preparation of SA internal/external lease renewals, new leases, rent payments/increases, handling of departmental mail & the preparation & scanning of supplier invoices, etc.
  • Supports the mission and standards of The Salvation Army
  • Perform other related duties as required

WORKING CONDITIONS:

  • Typical working location for this position is in the office
  • Requires occasional travel to our other sites times per year)
  • May be asked to carry a cell phone and may be expected to respond to calls as needed
  • Usually works in administrative offices but will be expected to travel occasionally between sites (Railside, Broadview and Islington)
  • Work Schedule would normally fall within regular business hours but may be asked to support special events and special projects. Flexibility is required
  • Programs support individuals that may exhibit behavioral issues

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

  • Completion of a two year certificate in Business Administration or equivalent
  • Will be required to be trained and certified in NVCI (nonviolent crisis intervention and prevention) and First Aid
  • Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

  • Minimum of three to five years of experience in administrative processes and procedures in a business office environment
  • Previous experience planning projects
  • Sound knowledge of office procedures and protocol

SKILLS AND CAPABILITIES:

  • Excellent computer skills and must have solid working knowledge of Adobe Acrobat, Microsoft Office (including Outlook and in particular a strong skill set in the use of Excel)
  • Excellent written and verbal communication skills in English
  • Strong organizational skills
  • Able to prioritize work assignments and multitask to meet deadlines
  • Professional degree of judgement and able to keep confidentiality
  • Understanding of basic accounting practices and procedures
  • Ability to work productively and independently with frequent interruptions
  • Work in a teambased environment
  • Demonstrates strong attention to detail to assigned work and is results focused
  • Ability to work extended hours, based on workload and demands
  • Proven ability to assess inquiries and problems and to exercise good judgment in taking appropriate actions
  • Demonstrated ability to be flexible and adapt to a fastchanging environment
  • Fluency in French is considered an asset
  • 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

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