Administrative Assistant

1 month ago

Guelph, Canada The Salvation Army Full time

The Administrative Assistant will assist in all CFS administrative areas and will complete various tasks providing support to department leaders.

**KEY RESPONSIBILITIES**:
**Accountabilities**:

- **General**
- Perform administrative duties such as filing, review/revise policy manuals/handbooks, prepare/distribute program materials as requested, process program registrations as required, prepare presentations as needed, draft correspondence, thank you letters etc. as requested.
- Maintain confidentiality and keeps accurate client/employee files and statistical reports.
- Oversee participant fee collection and prepare receipts for programs as needed (ie. Summer camp.).
- Schedule meetings, prepare agenda, and take minutes; type and circulate minutes as required.
- Assist with promotion of Community & Family Services programs and services through advertising creatives and marketing strategies.
- Assist the Program Coordinator in the preparation, posting, and maintenance of staff and volunteer work schedules in accordance with operational requirements ensuring adequate coverage for all areas as needed.
- Assist with volunteer recruitment and HR processing.
- Assist Director of Operations in developing new program and service offerings, and aiding in implementation process.
- Assist in cataloguing, stocking shelves, and entering data into the circulation software for the Loft Children’s Library.
- **Human Resources**
- Assist the Administrative Coordinator in processing information from employee timesheets, input time entries, and attendance information in a timely and accurate manner into the UltiPro system for supervisor approval.
- Track vacation, sick leave, and assist employees with benefit inquiries.
- Provide administrative support as needed to Director of Operations and Program Coordinator.
- Assist in preparing and maintaining databases at it pertains to the Human Resources.
- Assist in ensuring that an up-to-date supply of new employee hiring packages and orientation materials are available and ready for distribution.
- Assist in ensuring that employee files are current, up-to-date, and securely stored.
- Assist with ensuring that employee and volunteer training records are up-to-date and entered into the database.
- **Business and Financial**
- Provide administrative support to financial processes including: data entry/receipts for donations, accounts payable.
- Assist as needed with support of golf tournament fundraiser (funds raised used to purchase food supplies for our food bank).
- Assist as needed/directed with the preparation of invoices for payment (Business World portal).
- Assist with preparation of donor income tax receipts for CFS programs with deposits as required.

Perform other position related duties as required

**FINANCIAL AND MATERIALS MANAGEMENT**:

- Handling of cash and cheque payments for program fees or fundraising processing. Assisting in charitable receipting (financial and gift-in-kind). Aiding in accounts payable functions.

**WORKING CONDITIONS**:

- This is a temporary position based on 35 hours per week.
- This job requires the ability to lift/move 25 lbs. and reach, bend, stand, sit, and use a computer.
- Working environment is typically in the office in agreeable conditions.
- Some evening and weekend work may be required.
- Working location is primarily 1320 Gordon St, Guelph. Incumbent may infrequently be required to complete tasks at our secondary location, 210 Victoria Rd S, Guelph.

**The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.**

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:
**education, experience, Qualifications, certifications, skills**:

- Completion of a Secondary School.
- This position is funded in part through the Canada Summer Jobs Program and the following represents the applicant criteria:

- Is between 15 and 30 years of age at the beginning of the employment.
- Is a Canadian citizen, permanent resident, or person on whom refugee protection has been conferred under the Immigration and Refugee Protection Act*: and,
- have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.
- International students are not eligible participants. International students include anyone who is temporarily in Canada for studies and who is not a Canadian citizen, permanent resident, or person who has ben granted refugee status in Canada.

**Experience and Knowledge**:

- Some prior related experience including, administrative experience and experience dealing with office equipment and tools.
- Must have excellent written, verbal and computer skills _(this includes but not limited to video editing)_._
- Standard First Aid and CPR is an asset but not required.
- Develop an understanding and support for the mission and pu

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