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Part Time Administrative Coordinator

3 months ago

Goderich, Canada The Salvation Army Full time

The Administrative Coordinator provides administrative support and/or receives work assignments from other community ministries staff for the Suncoast Goderich Citadel.

**KEY RESPONSIBILITIES**:
**General**
- Perform general office duties such as answers, screens telephone, and directs enquiries and answers inquiries in the absence of the Receptionist (volunteer).
- Build and maintain databases (e.g., employee information, contact lists, hours worked etc.),
- Collect and input all statistics into The Salvation Army Management Information System - S.A.M.I.S.
- Schedule meetings, prepares agenda, back-up documents and takes minutes; types and circulates minutes as required.
- Draft and type correspondence, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
- Maintain current fixed asset inventory; ensure that a yearly inventory is completed, maintains adequate insurance coverage.
- Process out-going mail including courier parcels assist with the daily mail opening and distributes as required.
- Process contracts and rental lease agreements as required.
- Develop and prepare brochures, fliers, posters, newsletters,
- Update website, and social media sites.
- Compile, type, and maintain Ministry Unit policies, procedures, and manuals as needed.
- Oversee and maintain the room booking for groups and rentals.
- Monitor adherence to all relevant Salvation Army Minutes, advising Corps officers of deviations and chronic problems.
- Oversee that all Ministry Unit property i.e., upkeep, inspections, insurance, repairs, service contracts, quotations etc. are completed as required.
- Work with the Corps Officer to ensure that internal systems follow Territorial policies, procedures, and internal standards.
- Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.
- Order and maintain an adequate office and janitorial supplies.

**Business**
- Ensure that all financial information is input to the proper accounts following the SA policy and procedures.
- Verify payables and process entries to Business World and TEM (invoices, payment vouchers, Element statements, Visa statements, etc.)
- Perform duties such as issuing donor receipts for income tax purposes; maintain knowledge of CRA rules.
- Ensure all monies received are receipted and timely deposits are made. Entries of donations and member contributions in Shelby.
- Serve as Custodian of gift cards - ensuring journal entries are made and verifying the inventory, track receipt and use of gift cards.
- Handles and Reconciles Petty Cash
- Assist with annual budget preparation, file statements, ensure that MU leaders have reviewed and signed off where applicable.

**Payroll and Benefits**
- Provide ongoing management and archiving of personnel files in compliance with applicable Salvation Army and legislative requirements.
- In conjunction with supervisor, ensure that any employee status changes for payroll have been submitted to Divisional Headquarters for approval (using the Personnel Changes Request form) and subsequently updated in the UltiPro system.
- Utilize information from employee timesheets, input time and attendance information into the UltiPro system for supervisor approval.
- Maintain all employee confidential hard copy/electronic employee files.
- Provide accurate and timely input of employees’ hours as timekeeper into UltiPro.
- 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.

**Seasonal Administration**
- Kettles (as a support to the kettle coordinator)
- contact businesses of kettle locations, obtain insurance certificates, organize counters, make deposits, record in SA Kettle System; record TipTap donations.
- Coordinate the Christmas Hamper Program: Prepare hamper registration information poster, arrange hamper pickup dates, oversee distribution, connect with groups that support the program, arrange needed volunteers and staff to ensure successful campaign.
- Attend and take minutes for Christmas/Kettle meetings; distribute minutes in a timely manner.
- Maintain seasonal gift card logs and journal entries to track their use/distribution.

Perform other related duties as required.

**WORKING CONDITIONS**:

- This is a permanent part-time position based on 20 -24 hours per week.
- Some flexibility in scheduling required, some weekend and evening work may be required.
- Some travel may be required.
- Ability to lift/move more than 10 lbs. (4.5kg)
- The Supervisor will set the hours of work and work schedule.
- Working environment is typically in the office in generally agreeable conditions.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completion of a Community College program, preferably the completion of a diploma or certificate Administration, Business Administration, or related field
- Alternative combinations of