Full Time Administrative Assistant

2 weeks ago

Hanover, Canada The Salvation Army Full time

The Administrative Assistant performs a variety of administrative duties for The Salvation Army Hanover Unit.

**KEY RESPONSIBILITIES**:
**Administration**
- Draft and type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
- Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records; maintain input into Salvation Army Management Information System (S.A.M.I.S) and prepare year-end reports.
- Draft and distribute thank you letters to volunteers and donors.
- Prepare the annual Christmas Report in an accurate and timely manner.
- Schedules meetings on behalf of Corps Officer, prepares agenda and takes minutes (when required by Corps Officer), types, and distributes minutes.
- Maintain Corps Officer’s calendar and provides reminders including supporting documentation; assists where needed to ensure agendas / requirements are met.
- Prepare (as specified by Corps Officer) and receive all paperwork for various projects and processes (e.g., annual Corps Membership Review, program proposals); assists the Corps leaders with local corps related projects.
- Provide administrative and program support to the Community and Family Services (CFS) Associate and back up support to that role during CFS Associate absences.
- Maintain Corps Directory, all rolls pertaining to Corps and the corps website ensuring it is up to date (as required).

**Human Resources**
- Maintain and ensure that employee records/personnel files are up to date by processing employee information changes in a timely manner; maintain all employee confidential hard copy/electronic employee files.
- Coordinate and maintain archiving of personnel files in compliance with applicable Salvation Army and legal requirements.
- Track vacation, sick leave and assist employees with benefit inquiries.
- Ensure accurate and timely processing of WSIB claims using the E-Claims filing system as required.
- Utilize information from employee timesheets and input employees’ hours as timekeeper into UltiPro as required for payroll functions in UltiPro for supervisor approval.
- Process payroll and hire paperwork for seasonal Christmas Kettle employees.
- In conjunction with supervisor, ensure that any employee status changes for payroll have been submitted to Divisional Headquarters for approval and subsequently updated in the UltiPro system
- Liaise with the Employee Relations contacts at Divisional Headquarters as necessary.

**Business/Finance**
- Perform duties such as issuing donor receipts for income tax purposes, weekly bank deposits, filing of bank records.
- Perform various accounting duties such as coding of accounts payable invoices, accounts receivable, receipting, handle and reconcile petty cash, and other related accounting duties (e.g., bank deposits) as required.

**General**
- Open and distribute incoming mail and process out-going mail, which may be of confidential nature, receive parcel(s) and distribute to the appropriate person(s).
- Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
- Order all stationery supplies and maintain adequate inventory of office and janitorial supplies and other supplies.
- Contacts contractors, service people for equipment and / or property maintenance.
- Work with the Corps Officer to ensure that internal systems follow Territorial policies, procedures, and internal standards.
- Monitor adherence to all relevant Salvation Army Minutes, advising Corps officers of deviations and chronic problems.
- Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.
- Provide updated information and assist webmaster with website, and social media sites.

Perform other related duties as assigned.

**WORKING CONDITIONS**:

- This is a permanent full-time position based on 25 hours per week.
- Schedule to be set by the supervisor, some flexibility in scheduling required in consultation with the supervisor as there may be scheduled overtime.
- Working environment is typically in the office in generally agreeable conditions.
- Ability to lift/move 20 lbs.
- Occasional travel (up to 5%) is associated with this position.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completion of a formal post-secondary/college program of one academic year.
- Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration will be considered as an asset.
- Alternative combinations of education and experience may be considered.

**EXPERIENCE AND KNOWLEDGE**:

- Minimum of three (3) years of prior related experience, including administrative experience and experience dealing with office equipment and tools.
- Some prior related experience using cloud based human resources software; specifically, payroll would be a definite as

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