Full Time Administrative Assistant

6 months ago

Kirkland Lake, Canada The Salvation Army Full time

The Administrative Assistant position leads and coordinates all secretarial and administrative duties in the ministry unit.

**KEY RESPONSIBILITIES**:
**General Administration**
- Draft and type correspondences or generates reports (e.g. letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy; researches and responds to difficult enquiries on behalf of the corps officers.
- Handle and ensure the protection of extremely confidential and sensitive employee/Officer and/or program files.
- Draft and distribute thank you letters to volunteers and donors.
- Assist with the preparation for the Annual Ministry Unit Review.
- Maintain database (e.g., volunteer information, contact lists, inventory, hours worked); may input data into The Salvation Army Management Information System - S.A.M.I.S.
- Schedule meetings, prepares agenda, types and circulate minutes.
- Keep track of the Corps Officers’ calendars.
- Order all stationery supplies and maintains adequate office supplies and other supplies as needed (Community Family Services supplies); Maintains postage machine and arranges for maintenance of office equipment.
- Answer CFS phone and make appointments for the Foodbank.

**Finance**
- Ensure that all financial information is input to the proper accounts following the SA policy and procedures.
- Verify payables and process entries to Business World and TEM (invoices, payment vouchers, Element statements, Visa statements, etc.)
- Perform duties such as issuing donor receipts for income tax purposes; maintain knowledge of CRA rules.
- Ensure all monies received are receipted and timely deposits are made. Entries of donations and member contributions in Shelby.
- Serve as Custodian of gift cards - ensuring journal entries are made and verifying the inventory, track receipt and use of gift cards.
- Assist with annual budget preparation, file statements, ensure that MU leaders have reviewed and signed off where applicable.

**Seasonal Administration**
- Kettles (as a support to the kettle coordinator)
- contact businesses of kettle locations, obtain insurance certificates, organize counters, make deposits, record in SA Kettle System, order Volunteer Scheduler Pro. Record Tip Tap donations.
- Assist with seasonal programs such as Christmas Kettles, and other Community and Family Service programs as directed; ensure that ministry objectives are accomplished.
- Manage Christmas letter campaign timelines/prepare letters, work with printing house.
- Assist with hamper distribution as needed.
- Attend and take minutes for Christmas/Kettle meetings; distribute minutes in a timely manner.
- Prepare the annual Christmas Report in an accurate and timely manner.

Perform other duties as required.

**WORKING CONDITIONS**:

- This is a permanent full-time position based on 40 hours per week.
- Flexibility in scheduling is required and will vary.
- The work environment is typically in a general office setting in generally agreeable conditions.
- This job requires using a computer frequently, working in a sitting position for periods of time and required to lift 10 pounds.
- Some travel is associated with this position.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completed up to two (2) years of Community College, preferably a Business Administration Certificate and/or an Accounting Diploma.
- Alternative combinations of education and experience may be considered.

**EXPERIENCE AND KNOWLEDGE**:

- Minimum of two (2) years of prior related experience, including administrative, senior administrative/secretarial.
- Some payroll experience in UltiPro would be a definite asset.
- Experience dealing with office equipment and tools.
- Valid Ontario Class “G” Driver’s License; personal vehicle and insurance, and a Driver’s abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.

**SKILLS AND CAPABILITIES**:

- Attention to detail, problem solving and analytical skills.
- Self-motivated/disciplined.
- Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, fax machine, room reservations, etc.
- Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible in the face of change.
- Ability to maintain information in confidence and exercise good judgement.
- Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
- Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with mínimal supervision.
- Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment.
- Proficient in working in a computerized environment; must demonstrate strong

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