Job Description

DescriptionThe Receptionist provides hospitable and professional reception and administrative support.KEY RESPONSIBILITIES:

• Greet visitors and clients, and answer the multi-line telephone in pleasant, professional manner, forwarding calls to the appropriate staff and/or voicemail as required. Retrieve messages and follow up as necessary. Change voicemail greetings for inbound phone lines.
• Book appointments for Community Ministries (phone and walk-ins)
• Respond to email requests for information about Community Ministries programs.
• Update program information on HelpSeekers referral site.
• Ensure that reception duties are performed in a professional and efficient manner and appropriate responses are provided to community and staff enquiries.
• Perform general office duties such as file documents electronically or manually; photocopy and distribute materials as requested; and send and receive fax/email material as requested; resolve routine inquiries.
• Ensure that all aspects of work are completed in accordance with the principles, standards and policies and procedures of The Salvation Army.
• Create PowerPoints, Order of Services, Bulletins, calendars, etc. for church services, Community Ministries programs, etc.
• Create signage/posters, flyers/brochures, and other print materials using Publisher, Word, Canva, etc.
• In collaboration with officers, update and maintain online presence by creating website and Facebook posts using Canva graphic design platform and in-house resources by the various programs.
• Distribute in-coming mail and process out-going mail including materials of a confidential nature; receives parcel(s) and distribute to the appropriate person(s)
• Order all stationery supplies and maintain adequate office and church supplies, and other supplies as needed.
• Arrange for maintenance of equipment such as photocopiers, HVAC units, fire extinguishers, electricity, etc., and maintain annual service logs.
• Assist with the Seniors Lunch Program, e.g. sell tickets, serving meals, clean up

Financial/Administration

• Receive, store and record donations on Daily Cash Sheet in accordance with The Salvation Army\'s policies and procedures.
• Organize vendor markets - revise associated documents, call for vendors, track applications, finalize contracts, receive payments, create social media content and print media to advertise market.
• Process temporary tax receipts as applicable.
• Track donations of goods and write thank-you letters as received.
• Compile statistics for all Community Ministries programs and email to Community Ministries Coordinator on a monthly basis. Maintain year-to-date totals of Community Ministries clients served and of Adopt-A-Family clients served.
• Process facility booking requests.
• Update petty cash reimbursement log and submit requisition requests to Business Manager.
• Distribute appropriate keys to new staff and ensure all keys are returned from exiting staff.
• Report vandalism to police and supply video footage, if possible, keep a record of incidents.
• Attend Community Ministries team meetings.
• Seek out ongoing learning experiences to further develop human services skills and understanding.
• Work environment is generally agreeable however may at times become stressful and require work with angry and abusive individuals.

Health and Safety

• Participate in professional development opportunities provided.
• Complete building checks at noon and at close each day.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army\'s health and safety policies and procedures.
• Perform other duties as required.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:*NOTE: For some jobs, you may be required to provide validated educational documentation.Education/Certifications:

• Completion of high school diploma.
• Completion of business/administration courses will be considered an asset.
• Alternative combinations of education and experience may be considered.
• Additional training requirements may include Non-violent Crisis Intervention training in addition to workplace E-learning for Health & Safety training.

Experience:

• Minimum of two (2) year of prior related experience, including administrative experience.
• Proficient in Microsoft Office applications.

PREFERRED SKILLS/CAPABILITIES:

• Exhibit good listening skills, have strong oral/written communication skills
• Ability to maintain information in confidence and exercise good judgement
• Adaptable, proactive, a self-starter and the ability to work independently as well as part of a team with supervision in a multi-faceted environment
• Attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with minimal supervision
• Represent the organization in a professional and engaging manner.
• Ability 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 as required
• 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 responsibility

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

• Background check consent
• A clear Criminal Record Check
• A clean drivers abstract
• Completion of our online Praesidium Abuse Prevention Training and required Health and Safety training

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 managing supervisor of your intentions prior to submitting your application.

The Salvation Army