Administrative Assistant

6 months ago

Vancouver, Canada The Salvation Army Full time

The Administrative Assistant provides efficient, accurate, and confidential support to Belkin Communities of Hope’s administration team. The Admin Assistant reports to the Director of Business Administration but may also take direction from the Payroll Administrator and Executive Director.

**KEY RESPONSIBILITIES**:
**Administration**:

- Consolidates and enters monthly program and administrative statistics into SAMIS
- Supports the Executive team and managers with Accreditation preparation
- Coordinates document distribution and sign-off processes, including annual policy manual updates and reviews
- Maintains and distributes an up-to-date internal contact list
- Prepares PowerPoint presentations (e.g., Town Hall slides, etc.) and assists with facilitation
- Coordinates office supplies inventory for Admin department; collaborates with finance team to ensure supply documentation is complete
- Receives, sorts, logs, and distributes incoming mail; may coordinate outbound mailings, and courier pick ups; may maintain postage meter supply
- Drafts and types correspondence (e.g. letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor;
- Handles and ensures the protection of extremely confidential and sensitive Employee/Officer, client and or program files
- Makes decisions on routine and urgent administrative matters in the absence of the supervisor
- Updates & maintains business administration databases and file invoices, etc.
- Updates monthly sign-out sheets for program van binders, mileage logs, and inspection forms; update and maintain Program Vehicle Driver verification (i.e., Drivers Abstract)
- Update and maintain History Books, and Multi-Media folder
- Organize Incident Reports
- Assist the Admin Team and/or managers in recruitment processes, including job postings, and Criminal Record Review Program processes
- Creates and maintains personnel files; and assists with annual purge of personnel files; maintain Admin Archive room; ensures both are kept up to date by processing new hire information, changes in status; and/or terminations
- Collaborates with the Admin Team and departmental managers to schedule and document required on-the-job orientations, mandatory training, and professional development
- Assist in facilitation of orientation of new employee’s handbook, and other components of onboarding process
- Assists with room and/or material set up the first day of training when needed (i.e. 2 or more employees the same day);
- Ensures completion of documents required by The Salvation Army’s annual performance evaluation and coaching (PEAC)
- May assist with reporting, data collection, and other tasks required for WorkSafeBC or other third parties
- Update and maintain Staff Training, and assisting and coordinating with Director of Community Development

**Finance and Payroll Admin Coordination**:

- Maintains inventory control records, and coordinate annual inventory process, including administrative support to the Director of Business Administration, and other parties to ensure timely and accurate completion
- Participates in finance reconciliation (i.e., bank deposit preparations, etc.) as needed
- Supports Administrative Assistant with banking activities
- Processes invoices, scans and forwards to AP system and/or WRAC Calgary
- Assist with issuing CSC Allowance
- Assists to process donations received and issues official receipts
- Support with Gift Cards control and updating the data on the spreadsheet
- Creates staff IDs for new employees
- Assist, print, and prepare documents required by the Payroll Department as needed
- Performs other related duties as assigned

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:
**Education/Certifications**:

- Completion of Secondary School, plus specialized courses of up to six (6) months.
- Business Administration/Community Administrative Assistants certification/designation is a strong asset.
- NOTE: An alternative level of education and experience may be acceptable.

**Experience**:

- A minimum of one (1) year of prior related experience dealing with office equipment and tools, and senior administrative/secretarial experience, preferably in a non-profit setting

**PREFERRED SKILLS/CAPABILITIES**:

- Willingness to adhere to the Mission and Values of Belkin Communities of Hope and The Salvation Army
- Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility
- Intermediate to advanced computer skills, particularly Microsoft Outlook, Word, and Excel
- Experience with UltiPro is a significant asset
- Strong attention to detail and accuracy with high-volume data entry
- Strong administrative, time-management, and organizational and prioritization skills
- Exceptional confidentiality and professional boundaries

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