Full Time Administrative Coordinator

7 months ago

Midland, Canada The Salvation Army Full time

**KEY RESPONSIBILITIES**:
**Administration**
- Ensure the ministry objectives are consistently accomplished and that a spiritual focus is applied to all program initiatives.
- May assist in directly managing all property, transactions, development, and inventory for the ministry unit; ensure the property is inspected and maintained, this includes buildings, grounds, equipment, furnishings, and assessing capital needs.
- Network with Salvation Army, government, and community social services providers to coordinate resources for the benefit of the ministry unit.
- Build and maintain databases (i.e., Clients, Employee information, volunteer, student information and police check, TSA program statistical reporting in SHELBY, and community-related databases such as community Reach)

**Business/Finance**
- Perform various accounting duties such as issue official tax receipts, handles, and reconciles petty cash and other related accounting duties, e.g., bank deposits, TEM, Business World etc. when required.
- Assists with draft budget preparation and codes invoices for submission and processing.
- Handle and ensure the protection of extremely confidential and sensitive employee/officer, client or program files in compliance with applicable Salvation Army and legal requirements.
- Schedule meetings, prepare agendas and take minutes; type and circulate minutes, as required.
- Prepare and receive paperwork for various projects and processes (ministry annual reviews, accreditation, etc.), as required.
- Oversee that all Ministry Unit property i.e., upkeep, inspections, insurance, repairs, service contracts, quotations etc. are completed as required.
- Support the preparation of the MU budget, monitor departmental expenditures, and may liaise with auditors, when required.
- Provide leadership and coordination of external contracts as well as internal leases and facility use agreements.

**Human Resources**
- Assist, support, recruit, orientate, staff and volunteers in conjunction with the Corps Officer, Ontario Division - Human Relations Department and Territorial Standards, when required.
- Complete payroll supervisory functions in UltiPro inclusive of approving vacation, sick time, etc. for staff; respond to inquiries from staff regarding payroll matters. Enter hours in UltiPro for approval by the Corps Officer.
- Interview prospective volunteers, orientate, train, and supervise as required.
- Ensure that all employees and volunteers maintain any mandatory training or certification; identify training needs.
- Coordinate the posting of available positions; participate in the selection, and orientation process for new staff, including initiating of the appropriate documentation process.

**Health and Safety**
- Ensure that the Ministry Unit is maintained regarding appearance, condition and safety as recommended by Public Health, MOL, etc.
- Ensure the safety and comfort of the ministry unit by maintaining cleanliness and food safety etc.
- Monitor worker safety practices to ensure compliance with health and safety standards, and prepare, submit and act on incident reports.
- Assist in ensuring that all workers are aware of emergency procedures and are prepared to implement them immediately as necessary; that all workers operate in accordance with Health and Safety legislation, and they adopt safe work practices in line with The Salvation Army policies and procedures.
- Responsible to report any serious infractions or problems in accordance with policies.
- Responsible to work in compliance with the Ontario Health & Safety Act and Regulations
- Participate in all Health & Safety related accidents and injury investigations and committees.

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, including weekday, weekend, and evening work. Hours will be set in consultation with the supervisor as per operational requirements.
- The work environment is typically in a general office setting in generally agreeable conditions.
- Ability to lift and move up to 20 lbs.
- Computer use, sitting at a workstation, Christmas Kettle collection/pickup, paperwork, filing, meetings.
- Travel is required for this position to various locations for meetings, inspections, etc.

**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.
- Standard First Aid.
- 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.
- Minimum of one-year prior related experience in an office administrative role.
- Valid Ontario Class "G" Driver's Lice

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