Full Time Administrative Assistant

6 months ago

St Thomas, 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.
- Input worship services into computer for the service.
- Schedule meetings, prepares agenda, types and circulate minutes.
- Keep track of the Corps Officers’ calendars.
- Responsible for entering staff hours in UltiPro.
- Open and distribute in-coming mail and processes out-going mail including materials of a confidential nature; receives parcels and distributes to the appropriate persons.
- Order all stationery supplies and maintains adequate office supplies and other supplies as needed (thrift store and CFS if needed); arranges for maintenance of office equipment.
- Order food and janitorial supplies for the church and thrift store.
- Maintain and clean kitchenette in fellowship room.

**Finance**
- Ensure that all financial information is coded to the appropriate account following the SA policy and procedures.
- Verify payables and process entries to Business World (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; enter donations and member contributions in Shelby.
- Assist with annual budget preparation, file statements, ensure that MU leaders have reviewed and signed off where applicable.

**Seasonal Administration**
- Assist with seasonal programs such as Christmas Kettles, and other Community and Family Service programs as directed; ensure that ministry objectives are accomplished.
- Attend and take minutes for Christmas/Kettle meetings; distribute minutes in a timely manner.
- Greet donors and send out letters and receipts in a timely manner.
- Prepare the annual Christmas Report in an accurate and timely manner.

Perform other related duties as required.

**WORKING CONDITIONS**:

- This is a permanent full-time position based on 25 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 (10%) is associated with this position for bank deposits etc.

**Normal hours of work**: some flexibility in scheduling is required. The hours of work and work schedule may vary according to requirements of responsibilities and determined in consultation with your supervisor.

**Please note** there will be a seasonal temporary increase in hours to a maximum of 35 hours per week for a 10-12-week period during the months of November and December and includes a ½ hour unpaid meal break as required.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completed up to two (2) years of Community College, preferably a Business Administration Certificate and/or an Accounting Diploma.
- Valid Ontario Class “G” Driver’s License, personal vehicle required and insurance, current copy of driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
- Alternative combinations of education and experience may be considered.

**EXPERIENCE AND KNOWLEDGE**:

- Minimum of three (3) years of prior related experience, including senior administrative, general accounting experience.
- Some payroll experience in UltiPro would be a definite asset.
- Experience dealing with office equipment and tools.

**SKILLS AND CAPABILITIES**:

- Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, fax machine, room reservations, etc.
- Attention to detail, problem solving and analytical skills.
- Self-motivated/disciplined.
- 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 man

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