Business Office Assistant

Description

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.

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.

Core Values The Salvation Army Canada and Bermuda has four core values :

Hope : We give hope through the power of the gospel of Jesus Christ.

Service : We reach out to support others without discrimination.

Dignity : We respect and value each other, recognizing everyone’s worth.

Stewardship : We responsibly manage the resources entrusted to us.

Position Purpose Summary :

To provide administrative and accounting support to the ministry unit in the area of payroll, timekeeping, benefits, and maintaining a filing system, performing all bookkeeping functions including assistance in budget administration and preparation, accounts payable / receivable, petty cash, banking, monitor client trustee finances, and preparing / reconciling periodic financial reports.

This is a full time position at 37.5 hours per week.

KEY RESPONSIBILITIES :

• Accounting / Finance Administration :
• Support with the Community & Family Services Director on monitoring expenditure against financial budget while reviewing for financial accuracy of all financial and statistical reports;

advise the Director of any irregularities, concerns, and / or suggestions for improvement

• Receive donations, issue charitable tax receipts, and send acknowledgements
• Provide administrative support to the Social Services Trustee Program, submit cheque requests to THQ accounting on a daily or weekly basis for clients, as required
• Work with the Trustee Coordinator to conduct regular client account and trust account reviews, ensuring reconciliations occur, including but not limited to : Monthly Bank Reconciliations
• Support the Trustee Coordinator by confirming and verifying client trustee accounts on an ongoing basis
• Verify invoices, ensure proper coding, and submit for the timely payment of same through Business World
• Enter, review, and update payroll for all staff in UltiPro, forwarding any required documents to THQ
• Enter and record employee sick time and ensure that employee vacation time is allocated appropriately
• Enter all payroll and handle any payroll enquiries and assist in providing solutions Seek support from or inform the Community Services Director regarding difficult situations or when conflict arises
• Process the Salvation Army vehicle monthly charges and invoices in TEM
• Conduct gift card monthly reconciliations while maintaining and confirming receipts for all gift cards used
• Perform regular bank deposits for all funds received for the Ministry Unit as per policy and procedure
• Provide TSA departments with required financial / administration information, as required
• Custodian of petty cash, ensuring that all expenses are supported throughout the process
• Property :
• Work in cooperation with the Community & Family Services Director to ensure that the church, sorting Centre, CFS, and thrift stores are well maintained, dealing with concerns as soon as necessary, depending on the severity of repair
• Ensure that all equipment maintenance is maintained and give oversight to all service and equipment maintenance contracts
• Maintain inventories of facilities, updating annually with deletions and additions of equipment and furnishings, etc., and submit to DHQ
• Handle all rental contracts for outside groups, using the building
• Ensure CFS safety (i.e. : snow removal, clear fires exits, fire evacuation plan, spillage and ice removal) as per Policy & Procedures
• Office Administration :
• File and ensure the safekeeping of extremely confidential and sensitive employee, Officer, client, and / or program files
• Open, distribute, and process incoming and outgoing mail with the Office Admin Assistant in accordance with TSA process
• Maintain current fixed asset inventory lists and report any issues to the Director
• Maintain provincial insurance and registration for all Salvation Army vehicles
• Collect certificates of Insurance required for any events such as the Christmas Kettle Campaign, motorcycle toy ride, etc.
• Other duties as assigned

QUALIFICATIONS AND EDUCATION REQUIREMENTS :

Education, Qualifications and Certifications :

Certificate in Business Administration and / or Finance-accounting

PREFERRED SKILLS / CAPABILITIES :

Required Skills / Knowledge :

• The incumbent must have a minimum of 2-3 years prior related experience, including accounting & finance operations, office administration, and property management.
• An equivalent combination of education and experience maybe considered.
• Ability to work with computers including Microsoft Word, Power Point, Excel, and Databases
• Strong communication, organizational and administrative skills. Communicates well in person, via e-mail or on the phone
• Demonstrated ability to take initiative, be reliable and operate in an environment of accountability.
• Ability to work unsupervised and as a team player.
• Strong interpersonal skills with the ability to multitask.
• Prepared to sign a confidentiality statement.
• Organized, great attention to detail, meticulous and ability to always maintain confidentiality.
• Clearance under The Salvation Army Abuse Registry and Criminal background check.
• Ability and willingness to respect, understand, further, support and promote The Salvation Army’s mission, culture, and values

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

• Background check consent
• Education verification

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.

Internal Applicants, please advise your supervisor of your intentions as soon as you know your application is being considered- normally at the stage where you are being interviewed.