Administrative Assistant

3 months ago

Winnipeg, Canada The Salvation Army Full time

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

**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.

**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.

The Administrative/Accounting Assistant is responsible to provide administrative and accounting support to Heritage Park Temple. This will include secretarial, administrative and accounting duties. Perform duties such as payroll, timekeeping, and maintaining a filing system, performing bookkeeping functions including assistance in accounts payable/receivable, petty cash, banking, and preparing/reconciling periodic financial reports.

This is a part-time position at 21 hours per week. Monday, Wednesday and Friday, 9:00 am to 4:00 pm.

**KEY RESPONSIBILITIES**:
**_Administrative and Organizational Support_**
- Researches and responds to enquiries on behalf of the Corps Officer(s)
- Manages and updates Church Membership Rolls on a regular basis
- May schedule or keep track of Corps Officer(s) calendar; make travel arrangements; change arrangements and provide reminders including support documentation
- May recruit, coordinate and assign work of volunteers and/or support staff
- Builds and maintains databases (e.g. employee/volunteer information and records, contact lists, inventory, stats)
- Prepares and maintains paper and electronic filing systems ensuring the protection of personal and sensitive data
- Sends out and maintains required volunteer training and screening requirement and keeps track of hours worked
- Provides information to booking rental inquiries and coordinates required paperwork, communication, and provides building access
- Communicates clearly, politely and effectively, both orally and in writing, to all internal and external contacts
- Becomes familiar with Salvation Army Policies, able to access it as needed and takes any required policy training
- Satisfactorily completes any additional training requirements as communicated by Supervisor
- Regularly corresponds with DHQ/THQ as required
- Maintains familiarity and adherence with standards, mission, values and procedures of The Salvation Army and Heritage Park Temple
- Other related duties as required

**_Financial and Materials Administration_**
- Processes invoices according to Salvation Army procedures; handles and reconciles petty cash and delivers bank deposits, as well as processes visa and personal claims of Officers
- Processes all donations and revenue according to policy and Canada Revenue Agency requirements (tax receipts as required for charitable giving)
- Processes accounts receivable and payable invoices following the guidelines provided with the ability to communicate status reports
- Process all financial data and reports in a timely manner and with excellent accuracy
- Orders all stationary / office supplies and maintains adequate office supplies and other supplies as needed (e.g. kitchen supplies); maintains adequate postage supply; may arrange for maintenance of office equipment
- Handles and ensures the protection of extremely confidential and sensitive files
- Follows the correct process to handle property and maintenance issues (contractor management)
- Keeps track of Kettle Income and does record keeping as required
- Assist with Employee Records and required forms
- Inputs employee time entries and assists with payroll management

**_Reception:_**
- Performs general office duties such as answer phone, screens calls; greeting and directing visitors/contractors/church members; resolves routine inquiries.
- Maintains voice mail, including timely retrieval of messages, and provision of a friendly and courteous voice mail message
- Maintains the Heritage Park Temple Website, keeping it in constant good order, updates as required and advises the Corps Officers on possible improvements
- Retrieves, opens and distributes in-coming mail and processes out-going mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s)
- Maintains office appearance, accessibility and functionality in the foyer
- Ensures hospitality aspects of events and meetings as required

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:
**Education, Qualifications and Certifications**:

- Completed up to two (2) years of Community College, plus specialized courses related to administrative work; business administration and accounting; alternative level of education and experience may be considered.

**Experience and Skilled

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