Part Time Administrative Assistant

Description

The Administrative Assistant performs a variety of administrative duties for the Simcoe Community Church.

KEY RESPONSIBILITIES :

Administration

• Draft and type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
• Perform general office duties such as answer and screen telephone calls and direct inquiries and answer inquiries, greet and escort visitors, file documents electronically or manually;

photocopy and distribute materials as requested; and send and receive fax / email material as requested; resolve routine inquires and assist with visitor entry into building.

Build and maintain databases (e.g., employee / volunteer information, contact lists, inventory, training records; maintain input into Salvation Army Management Information System (S.

A.M.I.S) and prepare year-end reports.

Draft and prepare presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval (e.

g., power point presentations); compile, type, and maintain Ministry Unit policies, procedures, and manuals as needed.

• Draft and distribute thank you letters to volunteers and donors.
• Prepare the annual Christmas Report in an accurate and timely manner.
• Schedules meetings on behalf of Corps Officer, prepares agenda and takes minutes (when required by Corps Officer), types, and distributes minutes.
• Maintain Corps Officer’s calendar and provides reminders including supporting documentation; assists where needed to ensure agendas / requirements are met.
• Prepare (as specified by Corps Officer) and receives all paperwork for various projects and processes (e.g., annual Corps Membership Review, program proposals);

assists the Corps leaders with local corps related projects.

• Maintain Corps Directory, all rolls pertaining to Corps and the corps website ensuring it is up to date (as required).
• Maintain and ensure that employee records / personnel files are up to date; maintain all employee confidential hard copy / electronic employee files.
• Coordinate and maintain archiving of personnel files in compliance with applicable Salvation Army and legal requirements.
• Ensure accurate and timely processing of WSIB claims using the E-Claims filing system as required.

Business / Finance

• Perform duties such as issuing donor receipts for income tax purposes, weekly bank deposits, filing of bank records.
• Perform various accounting duties such as coding of accounts payable invoices, accounts receivable, receipting, handle and reconcile petty cash, and other related accounting duties (e.

g., bank deposits) as required.

General

• Open and distribute incoming mail and process out-going mail, which maybe of confidential nature, receive parcel(s) and distribute to the appropriate person(s).
• Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
• Order all stationery supplies and maintain adequate inventory of office and janitorial supplies and other supplies.
• Contacts contractors, service people for equipment and / or property maintenance.
• Work with the Corps Officer to ensure that internal systems follow Territorial policies, procedures, and internal standards.
• Monitor adherence to all relevant Salvation Army Minutes, advising Corps officers of deviations and chronic problems.
• Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.

Perform other related duties as assigned.

WORKING CONDITIONS :

• This is a permanent part-time position based on 20 hours per week.
• Working environment is typically in the office in generally agreeable conditions.
• Ability to lift / move 20 lbs.
• Occasional travel (up to 5%) is associated with this position.

Normal Hours of work : the hours of work and work schedule will be determined in consultation with the supervisor. Some flexibility in scheduling is required.

Shifts will be scheduled between Monday to Friday and includes a ½ hour unpaid meal break where applicable.

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.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE :

• Minimum of three (3) year of prior related experience, including, administrative experience and experience dealing with office equipment and tools.
• Valid Ontario Class G Driver’s License, personal vehicle required and insurance, current copy of driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.

SKILLS AND CAPABILITIES :

• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, etc.
• Maintain information in confidence as required.
• Participate as an active and responsible team member.
• Represent the organization in a positive, professional, and engaging manner.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Able to work in a consultative, diplomatic and tactful manner.
• Strong written and verbal commununciation skills - clear and simple to understand.
• Effective organizational and time management skills self-motivated and disciplined self-starter.
• Ability to work with minimal supervision.
• Strong administrative, interpersonal and communication skills both oral and written.
• Proficient in office procedures, i.e., telephone, photocopier, scanner, fax machine, room reservations, etc.
• Ability to work in a fast-paced environment, with proven attention to detail and aptitude for accuracy and thoroughness and consistent follow-up skills and flexibility.
• Demonstrate strong organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Adaptable, proactive, a self-starter and the ability to work independently.
• Ability to use tact and diplomacy when dealing with the public, both in person and on the telephone
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.

e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.

Ability and 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.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

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

You must advise your managing supervisor of your intentions prior to submitting your application.