Full Time Administrative Coordinator

4 months ago

Hamilton, Canada The Salvation Army Full time

The Administrative Coordinator provides administrative support to the Executive Director or Designate

**KEY RESPONSIBILITIES**:
**Program and Service Responsibilities**
- 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/prepare correspondence, thank you letters, telephone inquiries, etc. as requested
- Create and send statistical reports, maintaining confidentiality and accuracy to HHB funders
- Order stationery and supplies as requested
- Schedule meetings, prepare agenda, and take minutes; type and circulate minutes as required
- Process lease summary forms for rentals
- Support when needed in maintaining staff work schedules in accordance with operational requirements ensuring adequate coverage for all areas as needed
- Work with the HHB Executive Team as needed to provide support in all areas including program, spiritual care, HR and business

**Working with the HR Business Partner in all areas including**:

- Provide ongoing management and archiving of personnel files in compliance with applicable Salvation Army and legislative requirements
- In conjunction with or Director of Business or Designate. ensure that any employee changes for payroll have been submitted to Divisional Headquarters for approval
- Maintain all employee confidential hard copy/electronic employee files
- Track part time and casual staff hours for seniority purposes
- Assist in preparing and maintaining all databases as it pertains to the Human Resources
- Assist with ensuring that employee-training records are up-to-date and entered into the database

**Financial and Administration**
- Liaise with vendors relating to any invoice issues
- Utilize information from employee timesheets, input time and attendance information in a timely and accurate manner into the UltiPro system for supervisor approval
- Review payrolls register for accuracy and notify THQ payroll of any inconsistencies
- Run and review the GL report monthly
- Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring that all necessary information is attached
- Track vacation and sick hours
- Prepare and approve invoices for payment (Agresso)
- Enter monthly VISA statements, expense and element claims in TEM, status into SAMIS ‘May assist with’ entering monthly
- Process receipts for donations and process deposit summaries to send to RAC
- Maintain control log for gift cards and send monthly JE for used or new gift cards as applicable
- Maintain control log for petty cash
- Be aware of and notify supervisor of any expected costs coming up as well tracking trends to ensure the most accurate information is included in the budget
- Complete information for RAC in regard to T3010
- Process internal charges between ministry units

**Organizational Responsibilities**:

- Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities
- Maintain information in confidence as required
- Participate as an active and responsible team member
- Represent the organization in a professional and engaging manner
- Participate in supervision and annual performance appraisal process
- Treat the property of The Salvation Army with due care and caution
- Act in the best interest of the employer at all times
- Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures
- Participate in ongoing professional development and training

Perform other position related duties as required

**WORKING CONDITIONS**:

- This is a permanent full time position
- Schedule will vary according to requirements of responsibilities - some weekend and evening work may be required
- Normal hours of work will be determined by supervisor
- May work with potentially aggressive clients

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completion of a Community College program, preferably the completion of a diploma or certificate Administration, Business Administration or related field
- Non-Violent Crisis Intervention Certification and CPR/First Aid Certification
- A valid Ontario Class “G” Driver’s License, access to a personal vehicle and a current 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 and working knowledge in payroll, senior administrative experience, general accounting experience and use of office equipment/tools
- Thorough knowledge of payroll, administrative experience, and accounting backgrounds
- NOTE: Alternative combinations of education and experience may be considered

**SKILLS AND CAPABILITIES**:

- Demonstrated ability to establish and ma

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