Office Administrator

3 days ago

Halifax, Canada The Salvation Army in Canada Full time

**About the Position**

The Office Administrator performs general office and administrative duties for DHQ. The incumbent also performs a variety of business-related tasks.

**KEY RESPONSIBILITIES**:
**Property**
- Track mileage and schedule appointments for fleet program vehicles (oil changes, tire changes, etc.).
- Coordinate with Halifax West (Spryfield location) administration for maintenance needs, plumber, electrician, etc., and other building maintenance needs such as AC to Heat change over in winter and vise versa.
- Coordinate waste disposal as needed.
- Liaises with cleaning company as needed.
- Office desk/furniture calls.

**Tasks for the DHQ Office**
- Open and distribute incoming mail _(2 people are required to open mail)_ and process outgoing mail and couriers on a daily basis; receive parcels and distribute to the appropriate person(s).
- Arrange for maintenance of office equipment (i.e. photocopier, phone system, shredder, postage machine); initiate technical service calls. Liase with companies that we lease items from such as copier mail machine, water delivery, linens (carpets in the vestibule), etc.
- Maintain adequate stock of office supplies for DHQ equipment (i.e. toner cartridges, waste toner containers, plastic bags for shredder, postage machine supplies, etc.).
- Order kitchen supplies (i.e. coffee, tea, milk, napkins, stir sticks, hand soap, dish soap, disinfecting wipes, etc.).
- Update and maintain key ledger and ensure all workstations and office filing cabinet keys are readily available; ensure that all DHQ employees have copies of keys to lock their drawers in their workspace and that all locks are functional.
- Update and maintain first-aid kits at DHQ office and ensure adequate first-aid supplies are always in stock.
- etc., so that the incumbent can easily perform the reception duties.
- Manage DHQ cash payments and petty cash reconciliation.
- Manage DHQ office space reservation system (i.e., workstations and meeting rooms).
- Manage the logistics of office and building access keys and office alarm system codes for DHQ staff (online adding and removing of codes, etc.).
- Provide administrative support for the Divisional Secretary for Spiritual Life Development, Area Women’s Ministry Secretary, Divisional Children and Youth Office.
- Perform other administrative tasks as required or assigned.

**CRITICAL RELATIONSHIP MANAGEMENT**

**Governance Boards and Councils**: None

**Internal**:

- DHQ officers and employees
- Ministry Units’ staff
- Building security/administration

**External**:

- Visitors/Clients/Applicants
- Volunteers
- Third party service providers
- Vendors (office supplies and equipment, caterers, couriers, printing servicesetc.)

**MANAGERIAL/Technical Leadership RESPONSIBILITY**
- The incumbent is solely responsible for their own time and effort.
- May demonstrate work methods to new employees.

**FINANCIAL AND MATERIALS MANAGEMENT**
- The incumbent is involved in minor financial matters regularly, or on a relief basis, or has responsibility for the wise use of resources.
- The incumbent may be authorized to spend, disburse, or collect small amounts of cash.
- The incumbent has very little input into the annual budget.

**WORKING CONDITIONS**
- The incumbent’s work environment is typically in an office.
- The incumbent works in generally agreeable conditions such as those found inside offices or equivalent work areas.
- The incumbent may have little to no travel required.
- The incumbent may be exposed to the risk of minor injury or illness (e.g. back injuries).

**The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, exemplifying Christian standards of conduct.**

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:
**Education, Qualifications and Certifications**
- Completion of a formal post-secondary/college program of one academic year in a related field (Office Administration, Business Administration, etc.)
- Additional level of education will be considered as an asset.

**Experience and Skilled Knowledge Requirements**:

- A minimum of two (2) years of prior related experience.
- Must have good proficiency in MS Office Suite.
- Fluency in English. French is an asset.
- Experience in handling and coordinating office automation, purchases, computer network and inventory control.

**PREFERRED SKILLS/CAPABILITIES**:

- Respect and understanding of The Salvation Army - its mission, culture, and values.
- Ability to provide an original copy of a Background Check that is satisfactory to The Salvation Army, in its sole discretion, is required.
- Must have excellent oral and written English communication and interpersonal skills.
- Must have excellent telephone manner and etiquette.
- Must be adaptable, able to take direction, multi-task, and be resourceful.
- Must have the ability to operate a variety of office equipment and be solutions oriented.
- Must be neat in appearance an

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