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Hospitality & Administrative Assistant

1 month ago

Kelowna, Canada The Salvation Army Full time

Description

The Hospitality and Administrative Assistant creates and nurtures a welcoming environment for all who enter the Community Services Centre. The incumbent provides direct navigation support to neighbours in need, both in person and over the phone or by email. Additionally, the incumbent will provide administrative support to other mission partners and programs of the Community Services Centre.

Hours:

40 hours per week Usually Monday to Friday, 8:30 am – 5:00 pm. Some flexibility will be expected. Due to the nature of this position flexibility in days and hours is required.

KEY RESPONSIBILITIES:

Consistently demonstrates empathy and concern for neighbours accessing Salvation Army services and programs. Provides emergency services (referrals to community partners) to neighbours as directed by caseworkers or the Community Services Director (i.e. food, shelter, etc.). Performs general office duties such as answers telephone calls and directs and answers inquiries; greets and hosts visitors; distributes mail, files documents electronically or manually; distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries, all in a confidential manner Handles and ensures the protection of extremely confidential and sensitive employee, client, and/or program files. Assists in maintaining confidential statistical records Gives direction to volunteers assigned to administrative duties. Keeps track of volunteer’s hours. Assists in submitting the bi-weekly payroll information. Gives oversight of the reconciliation of staff corporate visas and personal expenses through internal systems for timely payment. Gives oversight of the reconciliation of gift cards through internal systems. Assists with the key and alarm code distribution and record keeping. Assists with the management and maintenance of the phone greeting system. May be part of the Joint Health and Safety team. Communicates regularly with community partners for the benefit of sharing information about resources for supporting neighbours in need, and for sharing resources between organizations. May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed, may arrange for maintenance of office equipment. Prepares and receives paperwork for various projects and programs as assigned by Supervisor or Department Lead (i.e. month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed). Types and/or updates forms, letters, reports, and memos, assuring accuracy. Draft and prepare presentations, brochures, flyers, invitations, etc. subject to Supervisor’s direction and approval. Responsible for maintaining inventories and updating as needed. Assists with basic building oversight in partnership with the maintenance and property team, ensuring issues are noted, reported to the right service provider, and addressed in a timely manner. Handles walk-in donations, and issue temporary receipts and prepares official tax receipts. Receives and/or declines, sorts, organizes donated or purchased product as directed and in accordance with standard procedures. Arranges for disposal of unusable items in accordance with policy. May be required to handle hazardous material in a safe and conscientious manner with WHMIS and WorkSafe guidelines. Assists in scheduling meetings, may be required to draft agenda, take minutes, and distribute minutes accordingly. Performs other job-related duties as assigned.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Completion of high school Specialized applicable courses of at least 6 months (bookkeeping, office administration) will be considered a strong asset. A minimum of two years of related experience.

Successful candidates, prior to hiring, may be required to provide:

Background check consent. A clear vulnerable sector screening. A clean drivers abstract. Completion of our online Armatus Abuse Training and required Health and Safety training.

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.