Part Time Receptionist/administrative Assistant

6 months ago

Ajax, Canada The Salvation Army Full time

The Receptionist/Administrative Assistant performs a variety of administrative duties for The Salvation Army TSA Hope Ministries.

**KEY RESPONSIBILITIES**:
**Administration**
- Ensure appropriate responses are provided to community and staff inquiries, book C&FS appointments.
- Draft and type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
- Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records.
- Maintain and input statistics into Salvation Army Management Information System (S.A.M.I.S) and prepare year-end reports as required.
- Draft and distribute thank you letters to volunteers and donors.
- Schedules meetings on behalf of Corps Officer, prepares agenda and takes minutes (when required by Corps Officer), types, and distributes minutes.
- Prepare (as specified by Corps Officer) and receive all paperwork for various projects and processes (e.g., annual Corps Membership Review, program proposals); assists the unit leaders with local corps and community related projects.
- Provide administrative and program support to Dept 2000 (Congregation)
- Maintain Corps and Community connections directory, all rolls pertaining to Corps ensuring it is up to date (as required).
- Ensure that all aspects of work are completed in accordance with the principles, standards and policies and procedures of The Salvation Army.

**General**
- First point of contact, greet and assist with visitors entry into building.
- Open and distribute incoming mail and process out-going mail, which may be of confidential nature, receive parcel(s) and distribute to the appropriate person(s).
- Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
- Order all stationery supplies and maintain adequate inventory of office and janitorial supplies and other supplies.
- Contacts contractors, service people for equipment and / or property maintenance.
- Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.

**Christmas - Campaigns TBD**
- There may be a temporary increase in hours during the Christmas season.
- Answer phones and give Christmas information i.e., hamper sign up, kettle inquiries (volunteer etc.),
- Welcome increased facility traffic i.e., donors, volunteers and clients; direct to appropriate personnel.

Perform other related duties as assigned.

**WORKING CONDITIONS**:

- This is a permanent part-time position based on up to 20 hours per week.
- Schedule to be set by the supervisor, some flexibility in scheduling required seasonally in consultation with the supervisor.
- Working environment is typically in the office in generally agreeable conditions.
- Ability to lift/move 20 lbs.
- This job requires reaching, bending, and stooping frequently, working in a sitting, and standing position for periods of time.

**Normal Hours of work**: Monday to Thursday, 9:30 a.m. to 3:00 p.m. and includes a ½ hour unpaid meal break. Flexibility in schedule is required.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completion of a formal post-secondary/college program of one academic year.
- Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration will be considered as an asset.
- Alternative combinations of education and experience may be considered.

**EXPERIENCE AND KNOWLEDGE**:

- Minimum of two (2) years of prior related experience, including administrative experience and experience dealing with office equipment and tools.
- A Valid Ontario Class “G” Driver’s License, an original copy of a current Driver’s Abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion is required.

**SKILLS AND CAPABILITIES**:

- Maintain information in confidence as required.
- Participate as an active and responsible team member.
- Represent the organization in a positive, professional, and engaging manner.
- Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
- Ability to use tact and diplomacy when dealing with the public, both in person and on the telephone
- Strong written and verbal communication skills - clear and simple to understand.
- Attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with mínimal supervision.
- Proficiency in all Microsoft Office products is required - i.e., Word, Excel, PowerPoint, etc.
- Strong administrative, interpersonal and communication skills both oral and written.
- Proficient in office procedures, i.e., telephone, photocopier, scanner, fax machine, room reservations, etc.
- Ability to work in a fast-paced environment, with proven attention to detail, aptitude for accuracy, thor

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