Full Time Administrative Community

Description

The Administrative CFS Worker provides support in the areas of finance, bookkeeping, reception, record-keeping, data entry, and internal and external communication. The position works to support the Community and Family Services department. This position provides assistance as directed by the Ministry Unit to individuals and families within our service area with a holistic approach in accordance with The Salvation Army's mission, values and standards. This role will oversee volunteers providing operational guidance to ensure that all Salvation Army policies are adhered to.

**KEY RESPONSIBILITIES**:
Administration and Property

Perform general office duties such as answers telephone, direct enquiries, and answer inquiries; greet visitors and direct them to the appropriate person(s); file documents electronically or manually.
Provide accurate, timely and highly organized administrative support including preparing memos, correspondence, taking/circulating/posting approved minutes, maintaining files, preparing presentations, reports, and other documentation.
Process out-going mail including courier parcels assist with the daily mail opening and distributes as required; pick up mail.
Maintain databases (e.g. employee/volunteer information, contact lists, inventory); maintain input into Salvation Army Management Information System (S.A.M.I.S).
Responsible for Service Agreements/renewals for building equipment; to ensure the ongoing maintenance of all office equipment (e.g., photocopiers, fax machines, telephones, computer, and printers); ensuring all required supplies are in stock and repairs are dealt with expediently.

Community and Family Program Services

Oversee the activities of the food bank, organize, and ensure that the food bank is tidy and clean, ensure that adequate stock levels are maintained, sort and process donated and purchased goods.
Under the direction of the Community Ministries Director, assist with new and existing program and service provisions in the community.
Network and liaise behalf of clients with referral agencies and/or other community sources as required; participate at community meetings as directed.
Maintain accurate records of client information in Linked to Feed and on The Salvation Army's computer system while maintaining confidentiality.
Ensure donations are organized to date and appropriate locations, prepare and hand out hampers, and provide client vouchers.
Support, assist, supervise, train and schedule volunteers, demonstrate work methods and ensure they work together to achieve the purpose of the organization and enhance the ministries of The Salvation Army.

Finance and Property

Perform duties such as receive donations, issue donor receipts for income tax purposes, weekly bank deposits, filing of bank records.
Maintain and update inventory lists on a regular basis and submit to Divisional Headquarters as required.
Ensure that Ministry Unit policies and procedures are followed for the safe/secure handling of all monetary donations received and appropriate documentation of gift cards and various vouchers is maintained.
Responsible for accounts receivable/invoicing and coding and submitting accounts payable invoices/bills for payment to RAC for processing.
Process travel and corporate credit card expenses through Business World/TEM and receipting through Shelby.
Ensure the maintenance of Petty Cash fund, handle and reconcile petty cash and other floats, ensure balance is appropriately safeguarded and replenished on a regular basis.
Ensure the maintenance and accuracy of ledger, prepare for audits, report any discrepancies in budget, process Corps Officers expense claims.
Ensure that Ministry Unit policies and procedures are followed for the safe/secure handling of all monetary donations and follow direction on the compliance and adherence to Operating Policies and Procedures (i.e., gift cards, vouchers, etc.).

Seasonal Administration

Oversee, support and where applicable participate in the following seasonal programs provided by the Community and Family Services i.e., Christmas Hampers, Camp Programs and aid with other programs as required.
May participate in current and/or future Christmas campaigns including, but not limited to the following:
Christmas Mailing appeal preparation, processing deposits, receipting and thank you letters; maintain online database.

Health and Safety

Ensure that the Community & Family Services and Food Bank area is tidy in relation to appearance, condition and safety as recommended by Public Health etc.
Ensure all procedures, rules and guidelines for the safety and security of staff and clients are enforced and respected.
Report any hazards or needed repairs immediately.
Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.

Perform other duties as required.

**WORKING CONDITIONS**:
This is a permanent part-time position based on 37.5 hours per week.
Flex