Administrative Assistant

3 weeks ago

Toronto, Canada The Salvation Army Full time

**About The Salvation Army**

**Mission Statement**

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

**Vision Statement**

We are an innovative partner, mobilized to share hope wherever there is hardship, building communities that are just and know the love of Jesus.

**Core Values**

The Salvation Army Canada and Bermuda has four core values:
**Hope**:We give hope through the power of the gospel of Jesus Christ.
**Service**:We reach out to support others without discrimination.
**Dignity**: We respect and value each other, recognizing everyone’s worth.
**Stewardship**:We responsibly manage the resources entrusted to us.

**About the Position**

This position is internally known as Editorial Assistant. The Editorial Assistant provides secretarial support to the Assistant Editor-in-Chief and other members of the Editorial Department, as required. This role coordinates the circulation, fulfilment, and distribution processes, oversees departmental mail, serves as the department receptionist, and assists with resolving magazine production issues. Together with editorial staff, this position plans and carries out circulation promotion efforts and operates within the standards and guidelines of the Editorial Department, contributing to its overall purpose and objectives.

**KEY RESPONSIBILITIES**:
**Administrative Duties**:

- Prepare routine correspondence for the Editor-in-Chief and Assistant Editor-in-Chief
- Screen incoming phone calls, independently responding to routine inquiries
- Maintain filing systems for Editorial Department, including confidential personnel files and general department files
- Record employee attendance (sick time, medical appointments and vacation schedule)
- Order and arrange for the delivery of refreshments for staff meetings and events
- Book meeting rooms for department meetings
- Prepare and process staff reimbursements, corporate VISA reconciliations, fees/invoices for Internal Communications Department
- Prepare magazines for mailing and maintain complimentary mailing lists
- Fill requests for sample issues
- Maintain file copies for current year for all magazines
- Collect and distribute department mail
- Order department supplies on approval of Assistant Editor-in-Chief
- Organize external magazine subscriptions and renewals
- Oversee the tidiness of department and ensure safety protocols are kept
- Accept and sign for material from couriers and delivery personnel
- Prepare and process all outgoing material requiring a courier
- Keep display copies of publications current on ground floor and 2nd floor racks
- Help prepare for department events throughout the year

**Circulation Coordinator**:

- Responsible for efficient operation of the fulfilment process, working with mailing house/shipping companies to minimize errors, control costs and resolve problems
- Receive and process requests for special orders from ministry units
- Track, respond to and process ministry unit order changes
- Track and respond to customer circulation inquiries, process subscriptions, renewals, gift subscriptions/cards, address changes, cancellations/non-deliveries notices and prospect records; filing all related hard-copy paperwork and updating circulation database
- Process and track orders received; following up on delinquencies, NSF cheques and invalid credit card numbers
- Work with ministry units regarding billing adjustments and process requests through the Finance Department
- Maintain the integrity of the QuickFill circulation software by running database checks and system backups; working with the IT department for installation of upgrades and patches, and implementing new features, as required
- Maintain the circulation procedures manual
- Generate and prepare reports including circulation figures and changes in standing orders (increases and decreases)
- Maintain stock in storage rooms for past issues of publications; dispose of outdated stock
- Prepare order forms for each division and review and update all circulation forms (e.g., order change forms, renewal notices, subscription cards) to ensure clarity, accuracy and professionalism
- Prepare and mail renewal notices, following the established renewal cycle
- Prepare replacement orders, mailing labels and packages for shipping

**Production Assistant**:

- Advise on press runs based on circulation reports, marketing needs and industry standard overages
- Examine suppliers’ invoices (printing, fulfilment, shipping) to ensure accuracy and match invoices with supporting documentation as appropriate, and file paperwork
- Generate the monthly production cost reports and provide administrative support to the Assistant Editor-in-Chief for publications’ budget comparison

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Post-secondary education (certificate/diploma) in communications or an equivalent related field
- Minimum 1-year related ex

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