Full Time Administrative Assistant

2 weeks ago

Burlington, Canada The Salvation Army Full time

The Administrative Assistant provides secretarial and administrative support to Burlington Community and Family Services.

**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.
- Provide accurate, timely and highly organized administrative support including preparing memos, correspondence, maintaining files, preparing presentations, reports, and other documentation.
- 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 the Corps Officer or designate, circulate and/or post.
- Handle and ensure the protection of extremely confidential and sensitive files.
- Maintain databases (e.g. employee/volunteer information, contact lists, inventory); maintain input into Salvation Army Management Information System (S.A.M.I.S).

**Financial**
- Conduct weekly processing of Family Services donations.
- Receive donations and process tax receipts as applicable and send acknowledgment letters.
- Code and submit accounts payable invoices/bills for payment.
- Process expenses through Business World/TEM and receipting through Shelby.
- Handle and reconcile petty cash and other related accounting duties (e.g. bank deposits).

**General**
- Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
- Wednesdays work at Burlington Community Church assisting with administration
- Ensure that cards, flowers or other appropriate acknowledgement are sent to employees for events such as birthdays, illness, death in family, birth, graduation, etc.
- May order stationery supplies and other office supplies as directed.
- Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receives parcel(s) and distribute to the appropriate
- Assist in Coordinating building rentals and associated paperwork.

Perform other position related duties as required.

**WORKING CONDITIONS**:

- This is a permanent full-time position based on 32 hours per week.
- Schedule to be set by the supervisor and some flexibility in scheduling may be required, some weekend and evening work may be required.
- Working environment is typically in the office in generally agreeable conditions.
- Ability to lift/move 10 lbs.
- Use a program vehicle where applicable. i.e. bank deposits.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration.
- Alternative combinations of education and experience may be considered.

**EXPERIENCE AND KNOWLEDGE**:

- Minimum of two (2) year 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; specifically, payroll would be a definite asset, i.e. UltiPro.
- A valid Ontario Class “G” Driver’s License is required, a current Driver’s Abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.

**SKILLS AND CAPABILITIES**:

- Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.
- Participate as an active and responsible team member.
- Participate in mandatory orientation training.
- Participate in regular supervision and performance appraisal process.
- Represent the organization in a professional and engaging manner.
- Must comply with all Salvation Army policies and procedures and associated legislation.
- Exhibit good listening skills, have strong oral/written communication skills and respect authority
- Represent The Salvation Army in a positive manner.
- Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
- Excellent interpersonal skills, integrity, and adaptability.
- Ability to use tact and diplomacy when dealing with the public, both in person and on the telephone.
- 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 and the ability to work independently.
- Ability to learn, adapt, and utilize technology and processes quickly.
- Attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with mínimal supervision.
- Ability to take detailed minutes, with strong attention to detail.
- Prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with mínimal supervision.
- Self-mot

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