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Administrative Assistant

2 months ago

Truro, Nova Scotia, Canada Salvation Army Full time
**Administrative Support Role** Provide administrative support to the Corps Officers, Thrift Store Manager, and CFS Department, ensuring efficient and effective operations. Description

Provide reception and greeting for department staff and guests. Prepare correspondence, send and receive emails, and maintain filing systems. Record and distribute meeting minutes, answer calls, and draft correspondence as requested.

Key Responsibilities:
  • General Office:
    • Provide reception and greeting for department staff and guests.
    • Prepare correspondence, send and receive emails, and maintain filing systems.
    • Record and distribute meeting minutes, answer calls, and draft correspondence as requested.
    • Distribute incoming and outgoing mail, photocopy and distribute materials as needed.
    • Arrange calendar entries, invitations, and scheduling.
    • Oversee department equipment and furnishings.
    • Order departmental supplies and stationery, maintain accurate inventory.
    • Maintain Corps Directory, rolls, and Ministry Unit Social Media pages.
  • Administration:
    • Make travel arrangements and accommodations for Officers.
    • Prepare rosters and presentations for meetings and events, prepare year-end reports.
    • Organize departmental events and trainings.
    • Act as contact person, answer inquiries and emails as required.
    • Maintain and update databases (SAMIS - Salvation Army Management Information System).
    • Provide administrative support for departmental events, including registration and scheduling.
    • Draft and prepare presentations, brochures, flyers, advertisements, invitations, certificates, etc.
    • Draft and distribute thank-you letters to volunteers and donors.
    • Receive, process, and file invoices for payment.
    • Assist with report preparation, grant applications, and fundraising plans.
    • Provide administrative and program support to the CMW-B and backup support during absences.
    • Perform other duties as assigned for the good of the Ministry Unit.
Critical Relationship Management:
  • Internal:
    • Work with Corps Officers.
    • Work with co-workers (Thrift store, CFS, Custodian, etc.).
  • External:
    • Work with clients and the general public, as well as government organizations.
Financial and Materials Management:
  • Prepare monthly visa statements for Officers.
  • Receive and forward corporate visa statements, offer support as needed.
  • Organize coding, billing, and processing of departmental invoices and vouchers.
Qualifications and Education Requirements:
  • Education:
    • Minimum - High School Graduate.
    • Diploma and/or degree in a relevant field of education.
    • A combination of training and experience in administrative skills.
  • Experience and Skilled Knowledge Requirements:
    • Minimum of 3-5 years of related work experience.
Preferred Skills/Capabilities:
  • Excellent computer skills, with specific expertise in Microsoft Word, Excel, Access, PowerPoint, Outlook, and Publisher.
  • Excellent verbal and written communication.
  • Ability to prioritize assignments, multitask, and meet deadlines.
  • Ability to perform tasks with minimal supervision.
  • Maintain confidentiality.
  • Good interpersonal skills.
  • Ability to work cooperatively in a team-based environment.
Working Conditions:
  • This is an office working environment.
  • Majority of tasks will take place at Truro Corps.
  • 25 hours per week.