Admin Assistant / Intake

Description

The Administrative Assistant / Intake position will perform all secretarial and administrative duties within the department, providing administrative support to Corps Officers and Staff.

This individual will also be available to assist with intake procedures at Family Services when needed.

KEY RESPONSIBILITIES :

• Drafts and types of correspondence (e.g. letters dealing with administrative issues)
• Performs general office duties such as answers and screens the telephone and directs inquiries and answers inquiries; greets and escorts visitors;
• files documents electronically or manually; photocopies and distributes materials as requested; sends and receives email material as requested;

resolves routine inquiries.

• Builds and maintains databases (e.g. contact lists, employee / volunteer information, inventory, hours worked, and territorial status reports) Maintains input into Salvation Army Management Information System S.A.M.I.S
• Systems (S.A.M.I.S, Link2feed as well as computer programs, Word, Excel etc.
• Drafts and prepares PowerPoint presentations, brochures, flyers, advertisements, invitations, and certificates subject to supervisory request and approval.
• Takes attendance and meeting minutes; type and circulate minutes as required.
• Keeps record of stationary supplies as needed.
• Conduct intake interviews and screen clients for emergency assistance including food, clothing, and household needs (if on hand).
• Refer clients to Corps Officer for pastoral assistance.
• Maintain accurate, confidential records of client information on The Salvation Army’s computer system while maintaining confidentiality and providing statistical reports.
• Maintain food bank stock, cleanliness, tidiness, and organization of food bank area.
• May direct and supervise volunteers which includes recruitment, selection, orientation, and training of volunteers working in reception, food bank and other family service functions.
• Client referral to other community resources where appropriate.
• Assist in organization of seasonal or special programs i.e., Christmas Hamper Program, Drop-in center, and Community Kitchen, etc.
• Maintain programs records, and preparation of monthly reports in the Admin Department
• Prepare receipts for individual donors; handles walk-in cash donations.
• May perform duties relates to deposits.
• Ability to lift / move 20 lb. / 10 kilos.
• Some travel may be required with this position.
• The working conditions are such that to meet the operational needs of the job some flexibility is required as it relates to hours of work.
• Performs other duties as assigned.

QUALIFICATIONS AND EDUCATION REQUIREMENTS :

NOTE : For some jobs, you may be required to provide validated educational documentation.

Education / Certifications :

The successful job applicant will have completed up to two years of Community College (an alternative level of education and experience may be acceptable)

Experience :

• Two years of prior Admin related experience, including experience dealing with office equipment and tools
• Senior administrative experience would be an asset

Required Skills / Knowledge :

• Excellent customer / donor service ethics including the ability to deal with the public in a friendly manner
• A proven ability to work in a team setting as well as a willingness to take personal initiatives
• The ability to easily adapt to change and interruptions to a normal work routine, and work in a fast-paced environment.
• Knowledge and experience with computer programs Excel, Word, and related software
• The ability to maintain confidentiality
• An understanding of and support of the Mission Statement of The Salvation Army in Canada
• A willingness to adhere to a dress code of modesty, neatness, and cleanliness.
• The Successful applicant must have, or be willing to obtain a criminal record check, to work with the vulnerable sector.
• Exhibit good listening skills, have strong oral / written communication skills and respect authority.
• Excellent interpersonal skills, integrity, and adaptability.

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

• Background check consent
• A clear vulnerable sector screening
• A clean BC Class 5’ driver’s license and a proof of a clean driver abstract
• Completion of our online Armatus Abuse Training and required Health and Safety training

HOURS :

Tuesday and Thursday 9 : 00am 4 : 00pm / Wednesday and Friday 9 : 00am- 3 : 30 pm and Include 1 / 2-hour unpaid meal break.

Hours subject to change according to the season schedule and office hours)

25 hours per week

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.