Job Description

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.
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Position Purpose summary
The Administrative Assistant performs a variety of administrative duties for The Salvation Army Hanover Unit.
Accountabilities:
AdministrationDraft and type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments within general guidelines. Open and distribute incoming mail and process out-going mail, which may be of confidential nature, receive parcel(s) and distribute to the appropriate person(s). 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. Order all stationery supplies and maintain adequate inventory of office and janitorial supplies and other supplies. Provide updated information and assist webmaster with website, and social media sites. 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 receive all paperwork for various projects and processes (e.g., annual Corps Membership Review, program proposals); assists the Corps leaders with local corps related projects. Assist with the preparation of reports, grant applications and fundraising plans. Provide administrative and program support to the Community and Family Services (CFS) Associate and back up support to that role during CFS Associate absences. Maintain Corps Directory, all rolls pertaining to Corps and the corps website ensuring it is up to date (as required). Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required. 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 timekeeper tasks in Workday.

Business/FinancePerform 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. 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 regular full-time position based on 35 hours per week. Flexibility in scheduling is required and will vary. The work environment is typically in a general office setting in generally agreeable conditions. This job requires using a computer frequently, working in a sitting position for periods of time The performance of the job requires the ability to lift/move 30 lbs., reach, bend, twist, and stoop frequently, work in a standing or sitting position for long periods, un-packing delivery vehicles, and computer keyboarding. Occasional travel (up to 5%) may be associated with this position, i.e., deliver bank deposits at the bank.

Normal Hours of work: Monday to Friday, 8:30 a.m. to 4:00 p.m. and includes a hour unpaid meal break where applicable. Flexibility in schedule is required.
The above responsibilities must be performed in keeping with The Salvation Army's Mission, Vision and Values, in a professional manner, upholding our code of conduct.
education and experience Qualifications:
Education, Qualifications and Certifications: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. Valid Ontario Class "G" Driver's License; personal vehicle and insurance is required.

Experience and Skilled Knowledge RequirementsMinimum of three (3) years of prior related experience, including administrative experience and experience dealing with office equipment and tools. Some prior related experience using cloud based human resources software; specifically, payroll would be a definite asset, i.e., UltiPro.

Skills and Capabilities: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. Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, etc. 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.

Compensation:
The target hiring range for this position is $34,555.52 to $43,194.39 with a maximum of $51,833.27.
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 Recruitment.Accommodations@salvationarmy.ca if you have a need for any accommodation and we will be pleased to discuss this with you.