Full Time Administrative Assistant

3 weeks ago

North York, Canada The Salvation Army Full time

The Administrative Assistant performs a variety of administrative duties for the North York Temple Community Church.

**KEY RESPONSIBILITIES**:
**Administration**
- Ensure that all aspects of work are completed in accordance with the principles, standards, and policies and procedures of The Salvation Army
- Perform general office duties, i.e., answer and screen phone calls, resolving or directing as necessary; greet and escort visitors
- Provide accurate, timely, and highly organized administrative support including preparing memos, correspondence, maintaining files, preparing presentations, reports, and other documentation
- Draft and prepare weekly church bulletin; prepare Easy Worship/PowerPoint presentations as required for Sunday worship services; prepare brochures, monthly calendar, flyers, and other promotional materials for church bulletin board
- Responsible for the organization and maintenance of the filing system (both electronically and manually)
- Responsible to record and type minutes of assigned meetings and, once approved by Corps Officer or designate, circulate and/or post
- Prepare materials and ensure rooms are set-up for meetings, workshops, funerals, and guests
- Change outdoor sign regularly/as required
- Handle and ensure the protection of extremely confidential and sensitive files
- Ensure that cards, flowers, or other appropriate acknowledgement are sent to church members and staff, as directed, for events such as birthdays, illness, death in the family, birth, graduation, etc.
- Order stationary supplies and other office supplies as directed
- Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receive parcels and distribute to appropriate person
- Update/maintain the Corps social media and provide information to the congregants
- Maintain databases (i.e., Employee/volunteer information, contact lists, inventory)’ maintain input into Salvation Army Management Information System (SAMIS, UltiPro, TEM, Shelby, Kettles, Business World, etc.)
- Staff liaison for Health & Safety incident reporting, ensuring the posting of administrative notices and updates
- Liaise with community, Corps Officers, Divisional Headquarters and Territorial Headquarters as required

**Finance and Property**
- Receive donations and process tax receipts as applicable and send acknowledgement letters
- Handle and reconcile petty cash
- Coordinate building rentals and associated paperwork

**Payroll & Human Resources**
- As requested, ensure that job descriptions and postings are prepared in an accurate and timely manner for submission to ON Human Relations
- Perform required payroll timekeeping functions in UltiPro in an accurate and timely manner
- Responsible for Employee Admin functions in UltiPro HRIS (i.e., keeping employee timesheets)
- Maintain current record of employee sick and vacation time

Perform other related duties as required

**WORKING CONDITIONS**:

- This is a permanent full-time position, based on 35 hours per week
- The Supervisor will set the hours of work and work schedule - flexibility may be required
- Working environment is in the office, agreeable conditions
- Ability to lift/move 10 to 19 lbs.

**Normal hours or work**: Monday-Friday, 8:30 a.m. to 4:00 p.m., with ½ hour unpaid meal break. Some evening work may be required

**Please note** there may be a seasonal temporary increase in hours to a maximum of 40 hours per week during the months of July, August, November, and December and includes a ½ hour unpaid meal break as required.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completion of a Community College Diploma program, i.e., Business Administration.
- Alternative combinations of education and experience may be considered

**EXPERIENCE AND REQUIREMENTS**:

- Minimum of two (2) years of prior related experience, including administrative experience and experience dealing with office equipment and tools
- Some prior related experience using cloud based human resources software (i.e., UltiPro)

**SKILLS AND CAPABILITIES**:

- Participate as an active and responsible team member
- Excellent working knowledge of all Microsoft office programs (specifically Word, Excel, and PowerPoint) and other programs
- Represent The Salvation Army 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
- Exhibit good listening skills, have strong oral/written communication skills
- Excellent interpersonal skills, integrity, and adaptability
- Ability to use tact and diplomacy when dealing with the public, both in person and on the phone
- Ability to maintain information in confidence and exercise good judgement
- Strong problem-solving skills
- Self-directed with strong organizational skills and the ability to complete assignments and meet deadlines with mínimal supervision
- Adaptable, proactive, a self-starter a

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