Full Time Administrative Coordinator

The Administrative Coordinator provides administrative support to the Executive Director or Designate

Program and Service 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/prepare correspondence, thank you letters, telephone inquiries, etc. as requested
• Create and send statistical reports, maintaining confidentiality and accuracy to HHB funders
• Order stationery and supplies as requested
• Schedule meetings, prepare agenda, and take minutes; type and circulate minutes as required
• Process lease summary forms for rentals
• Support when needed in maintaining staff work schedules in accordance with operational requirements ensuring adequate coverage for all areas as needed
• Work with the HHB Executive Team as needed to provide support in all areas including program, spiritual care, HR and business

Working with the HR Business Partner in all areas including:

• Provide ongoing management and archiving of personnel files in compliance with applicable Salvation Army and legislative requirements
• In conjunction with or Director of Business or Designate. ensure that any employee changes for payroll have been submitted to Divisional Headquarters for approval
• Maintain all employee confidential hard copy/electronic employee files
• Track part time and casual staff hours for seniority purposes
• Assist in preparing and maintaining all databases as it pertains to the Human Resources
• Assist in ensuring that all benefit enrolment forms and RRSP application forms are returned to THQ Employee
• Assist with ensuring that employee-training records are up-to-date and entered into the database

Financial and Administration

• Liaise with vendors relating to any invoice issues
• Utilize information from employee timesheets, input time and attendance information in a timely and accurate manner into the UltiPro system for supervisor approval
• Review payrolls register for accuracy and notify THQ payroll of any inconsistencies
• Run and review the GL report monthly
• Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring that all necessary information is attached
• Track vacation and sick hours
• Prepare and approve invoices for payment (Agresso)
• Enter monthly VISA statements, expense and element claims in TEM, status into SAMIS 'May assist with' entering monthly
• Process receipts for donations and process deposit summaries to send to RAC
• Maintain control log for gift cards and send monthly JE for used or new gift cards as applicable
• Maintain control log for petty cash
• Be aware of and notify supervisor of any expected costs coming up as well tracking trends to ensure the most accurate information is included in the budget
• Complete information for RAC in regard to T3010
• Process internal charges between ministry units

Organizational Responsibilities:

• Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities
• Maintain information in confidence as required
• Participate as an active and responsible team member
• Represent the organization in a professional and engaging manner
• Participate in supervision and annual performance appraisal process
• Treat the property of The Salvation Army with due care and caution
• Act in the best interest of the employer at all times
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures
• Participate in ongoing professional development and training

Perform other position related duties as required

WORKING CONDITIONS:

• This is a permanent full time position
• Schedule will vary according to requirements of responsibilities – some weekend and evening work may be required
• Normal hours of work will be determined by supervisor
• May work with potentially aggressive clients

• Completion of a Community College program, preferably the completion of a diploma or certificate Administration, Business Administration or related field
• Non-Violent Crisis Intervention Certification and CPR/First Aid Certification
• A valid Ontario Class "G" Driver's License, access to a personal vehicle and a current driver's abstract that is satisfactory to The Salvation Army, in its sole discretion, is required
• Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

• Minimum of three (3) years of prior related experience and working knowledge in payroll, senior administrative experience, general accounting experience and use of office equipment/tools
• Thorough knowledge of payroll, administrative experience, and accounting backgrounds
• NOTE: Alternative combinations of education and experience may be considered

SKILLS AND CAPABILITIES:

• Demonstrated ability to establish and maintain effective working relationships with all levels of clients, staff, public, and community agencies
• Self-motivated, flexible, disciplined, and able to work with minimal supervision
• Typing speed of 50 words per minute
• Demonstrate strong organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision
• Adaptable, proactive, a self-starter and the ability to work independently
• Ability to maintain information in confidence and exercise good judgement
• Ability to learn, adapt, and utilize technology and processes quickly
• Self-directed with superior organizational skills, attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with minimal supervision
• Ability to prioritize tasks in a fast paced, changing environment through frequent interruptions and changing deadlines
• Ability to clearly and concisely, compose/proofread/edit documents such as letters, memos and e-mail
• Must have strong interpersonal skills and an ability to work cooperatively with other managers and community partners, to create a working climate within their team that is positive and mutually supportive
• A team player with excellent organizational skills, communication skills and problem-solving skills
• Experience in AGRESSO AND/OR SHELBY would be a definite asset and/or willingness to be trained is required
• Ability to lift/move more than 10 lbs. (4.5kg)
• Proficiency in all Microsoft Office products is required - i.e. Word, Excel, Publisher, PowerPoint, etc.
• Adaptability: Demonstrate a willingness to be flexible, versatile, and/or tolerant in a changing work environment while maintaining effectiveness and efficiency
• Behave Ethically: Understand ethical behaviour and business practices and ensure that own behaviour is consistent with these standards and aligns with the values of the organization
• Communicate Effectively: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques in both one-on-one and group settings
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
• Participate in regular supervision/annual performance review process
• Participate in ongoing professional development and training
• Must comply with all Salvation Army policies and procedures and associated legislation
• Proficient computer skills in using all aspects of Microsoft Office
• 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

Please include the Job Title and Ministry Unit in the email subject line.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.