Administrative Assistant
3 weeks ago
**Administrative Assistant**
**Position Type**: Temporary Full Time - 40 hours per week
**Location**: Downtown, Calgary
**Position Summary**
This position provides administrative and/or special project support for the Director of Facilities.
**Hours/Schedule**
Temporary Full-Time 40 hours weekly
Monday - Friday, 7:30 am to 4:00 pm; Expected End Date: March 31, 2025
**What you will be doing in your role**
- Draft and type correspondence ensuring accuracy and assignments are prioritized.
- General office duties like answering the phone, photocopying, distributing materials, sending and receiving faxes, and resolving routine inquiries.
- Order stationery and maintain adequate office supplies as needed through the internal ordering protocols; develop and maintain filing systems.
- Perform administrative and clerical functions and ensure quality service delivery including:
a) In conjunction with Director of Facilities, maintaining a system for distributing
b) Performing timekeeper functions in UltiPro for Director of Facilities
c) Tracking staff requested time off (vacation, lieu time, etc.)
d) Processing work orders, purchase requisitions, invoices, and entering data in spread sheet
e) Printing and maintaining current copies of Workers’ Compensation clearance letters for each project
f) Requesting, and recording current Commercial General Liability insurance documents for all contractors
g) Tracking and submitting data for The Salvation Army Management Information System (SAMIS)
- Schedule and keep track of Director of Facilities meetings, as requested; schedule other meetings, prepare agenda, and take minutes; type and circulate minutes as requested by the Director of Facilities.
- Create graphic and text elements for laser cutting and engraving; operate laser cutting equipment.
- Liaise with government agencies, as requested by supervisor (e.g., Calgary Fire Department, Alberta Health Services).
- Compile emergency evacuation reports and prepare summary for distribution.
- Prepare Health and Safety Building Inspection Report forms; schedule inspections and assist with room access; distribute reports to respective departments and follows-up on unresolved deficiencies.
- Schedule fire drills; schedule and track vendor fire and safety equipment inspections.
- Draft and prepare presentations (including PowerPoint, brochures, invitations, certificates).
- Schedule facilities staff for mandatory training when required.
- Attend Workplace Health and Safety Committee meeting.
**Required Education, Experience and Competencies**
- Completion of an Administrative Professional, or similar certificate and/or course.
- Police Information Check (PIC) with Vulnerable Sector Search
- Child Intervention Check
- Three years but less than five years of prior related experience in administrative position and working with office equipment and tools.
- Proficient skills in Microsoft Office (WORD, Excel, PowerPoint, Outlook and MS Teams.)
- Familiar with database software; attention to detail, problem solving and analytical skills.
- Excellent verbal and written communication skills.
- Strong time management skills and able to prioritize tasks.
- Ability to multitask and be flexible to change tasks without prior notice.
- Strong sense of integrity and confidentiality with professional ethics
- We thank all applicants and those selected for an interview will be contacted._
**Mission and Core Values**
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.
Our values underpin all that we do:
**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.
**Job Types**: Full-time, Fixed term contract
**Benefits**:
- On-site parking
Schedule:
- Day shift
- Monday to Friday
Ability to commute/relocate:
- Calgary, AB: reliably commute or plan to relocate before starting work (required)
Work Location: In person
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