Administrative Assistant (Temporary Fixed Term)

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

Position Purpose summary:

Administrative Assistant work is focused on supporting the Management Team, including:

•Document editing, proofing, formatting, and production

•Data entry and paper/electronic document filing/archiving

•Scheduling/coordinating meetings, diaries, and travel arrangements

•Coordinating the logistics for office moves (e.g., moving office furniture, etc.)

•Making necessary arrangements for special meetings & luncheons

•Receiving/relaying communications from internal and external sources.

In addition to provide a variety of ongoing administrative supports to all Supervisory staff at CSC.  Assist with updates to The Salvation Army Facebook/Twitter pages as it relates to activities and events at The Salvation Army CSC.

Accountabilities:

• Respond to telephone, in person or electronic enquiries or forwarding to appropriate person

• Schedule/co-ordinate meetings, diaries & travel arrangements
• Send/receive messages and documents using fax machine or electronic mail.
• Prepare correspondence, reports, statements, forms, applications, and other documents.
• Maintain inventory of office supplies, orders supply as required and arranges for servicing of office equipment
• Assist in preparing meeting agendas; attends meeting, and records minutes.
• Scan, sort and file documents according to established guidelines.
• Process incoming and outgoing mail, manually or electronically.
• Make decisions on routine and urgent administrative matters in the absence of the supervisor.
• May sort, process, and verify receipts, expenditures, forms, and other documents.
• May handle and reconcile petty cash and write receipts for donors.
• May perform basic bookkeeping tasks such as preparing invoices and bank deposits.
• Ensure items in safe are logged and tracked
• Copy and collate documents for distribution, mailing and filing.
• Assist with administrative procedures within MU or department.
• May draft and prepare presentations (including PowerPoint, invitations, certificates.)
• May recruit, train, coordinate and assign work to support staff.
• Assist in maintaining social media presence.
• Assist with other related administrative tasks when required.
• Perform other work-related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

The incumbent conducts routine interactions and provides clarification of information.

Internal:  Team members, various leadership and management teams, clients, volunteers as required.

External: Community members & partners, contractors, vendors, donors.

MANAGERIAL RESPONSIBILITY:

• Reports directly to the Director of Mission or Designate.
• Direct reports: none.

FINANCIAL AND MATERIALS MANAGEMENT:

• Regular responsibility for minor financial matters and for wise use of own resources. May be authorized to handle small amounts of cash.
• Little input to annual budget or revenue projections.
• Authorized to spend, disburse, or collect small amounts of cash.
• Receipts all donations using software if required.

Working Conditions:

• Working environment is typically in the office in generally agreeable conditions.
• Require frequent sitting and keyboarding, attentive listening, frequent attention to computer/word processing, attention to detail, and working with confidential information.
• May encounter upset/difficult clientele entering the building.
• Some limited travelling may be required.

The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, upholding our code of conduct.

Education, Experience, AND Qualifications:

Education, Qualifications and Certifications:

• Completion of high school diploma. Alternative combinations of education and experience may be considered.
• Certified Office Diploma is an asset.

Experience and Knowledge Requirements:

• Two years of related secretarial or administrative experience is preferred.
• Working basic knowledge of Office365 is required.
• Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.

Skills and Capabilities:

• Proficient in Microsoft O365 applications
• Good oral and written communication skills
• Ability to maintain a high level of confidentiality.
• Good decision-making and organizational skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Ability to multi-task and prioritize responsibilities (i.e., good judgement).
• Good interpersonal skills.
• Excellent organizational skills and sound judgment.
• Able to work cooperatively in a team setting.
• Ability to lift/move weights of up to 20 lbs. occasionally.
• If limited travelling is required using organizational or personal vehicle, a valid driver’s license and clear driver’s abstract is required
• Police Check with Vulnerable Sector Screening (VSC) required with results being satisfactory to the salvation army in their sole discretion.

This is a temporary fixed term contract ending January 31, 2027.

Weekly scheduled hours: 40

Compensation:

The target hiring range for this position is $42,078.40 to $52,624.00 with a maximum of $63,128.00.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.