Full Time Administrative Assistant

5 months ago

London, Canada The Salvation Army Full time

The Administrative Assistant position leads and coordinates all secretarial and administrative duties in the ministry for London Citadel.

**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 databases (e.g., volunteer information, contact lists, inventory, hours worked); may input data into The Salvation Army Management Information System - S.A.M.I.S and UltiPro
- Perform minor updates and/or adjustments to Corps webpage.
- Schedule meetings, prepare agendas, type, and circulate minutes.
- Keep track of the Corps Officers’ calendars.
- Order all stationery supplies and maintains adequate office supplies and other supplies as needed (janitorial supplies; kitchen supplies); Maintains postage stamp supply; arranges for maintenance of office equipment.
- Ensure the general cleanliness and orderliness of the front entrance and reception area, update publications and displays as required.
- Administrative support to corps programming, including events, camps,
- Maintain weekly ‘Rosters’ as related to Corps worship services (e.g., Sunday School teachers, PowerPoint, Children’s Time, Special Music, etc.).

**Property**
- Arrange for occasional property maintenance repairs when local Property Manager is on vacation.
- Works in conjunction with Property manager to keep track of all keys and key fobs.
- Coordinate details associated with all facility rentals, including preparing lease and rental agreements, and accepting monetary payments for building rentals.

**Finance**
- Serve as the custodian of the gift card log, Corps Petty Cash; receive, process, reconcile and replenish petty cash and store securely in the Corps safe.
- Process bill/invoices under direction from Corp Officer, from time-to-time.
- Arrange and submit requests for reimbursements using TEM.
- Accept in person donations from the public and issue receipts for donations where applicable.
- Input timekeeping balances using UltiPro for bi-weekly payroll.

Perform other related duties as required.

**WORKING CONDITIONS**:

- This is a permanent full-time position based on 35 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.
- The performance of the job requires the ability to lift/move 30 lbs., reach, bend, twist, and stoop frequently, work in a standing or sitting position for long periods, un-packing delivery vehicles, and computer keyboarding.
- Occasional travel (up to 5%) is associated with this position.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Minimum Grade 12 diploma.
- Has completed Administrative Skills course or similar program.
- Alternative combinations of education and experience may be considered.

**EXPERIENCE AND KNOWLEDGE**:

- Minimum of two (2) years of prior related experience, including administrative, senior administrative/secretarial and general accounting experience.
- Experience dealing with office equipment and tools.
- Valid Ontario Class “G” Driver’s License; personal vehicle and insurance, and a Driver’s abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.

**SKILLS AND CAPABILITIES**:

- Attention to detail, problem solving and analytical skills.
- Self-motivated/disciplined.
- Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, and fax machine etc.
- 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 management skills to effectively handle multiple priorities and meet competing deadlines with mínimal supervision.
- Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment.
- Excellent interpersonal skills, integrity, and adaptability.
- Exhibit good listening skills, have strong oral/written communication skills and respect authority.
- Able to work in a consultative, diplomatic and tactful manner when dealing with the public, both in person and on the telephone.
- Work in compliance with OH&S Act and Regulations

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