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 Whitby Community Church.
ACCOUNTABILITIES:
1. AdministrationAnswer and screen telephone calls and emails in a pleasant, professional manner, forwarding calls to the appropriate staff and/or voicemail as required. Ensure appropriate responses are provided to community and staff inquiries. Perform general office duties such as filing documents electronically or manually; photocopying and distributing materials as required; send/receive emails as requested and resolves routine inquiries. Type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments within general guidelines. Assist with the preparation for various projects and processes (ministry unit annual reviews, Territorial Standards of Excellence, etc.). Draft and prepare brochures, bulletins, flyers, advertisements, invitations, presentations, etc. as requested. Update website, outdoor sign, social media platforms, and bulletin boards as necessary. Assist with managing volunteer paperwork as per Salvation Army policies Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records) as required. Maintain and input statistics into Salvation Army Management Information System (S.A.M.I.S) and prepare year-end reports as required. Maintain Corps directory. Assist with booking appointments for Pathway of Hope ministry Using Shelby Membership, ensure all rolls pertaining to the Corps is up to date (as required). Assist with fundraising campaigns and outreach events as required. Schedule meetings on behalf of Corps Officers, take minutes (when required by Corps Officers and/or designate), type, and distribute minutes. Complete required CVOR reports and fulfill CVOR requirements in conjunction with department managers. Maintain organized and accurate filing systems, ensuring compliance with Operating Policy IT 04.001 Data Retention and Data Retention Schedule and Instructions Procedures. Ensure that all aspects of work are completed in accordance with the principles, standards, policies and procedures of The Salvation Army.

Other position related duties as requested
2. GeneralBe the first point of contact, greet and assist with visitors (congregants, donors, volunteers and clients) entry into building, and direct to appropriate program or personnel. Distribute incoming mail and process out-going mail, which may be of confidential nature, receive parcel(s) and distribute to the appropriate person(s). Accept monetary donations, issuing temporary receipts. Order, organize and maintain office supplies. Arrange for maintenance of office equipment. Assist with minor custodial tasks as needed

3. Seasonal Kettle CoordinatorWill perform Season Kettle Coordinator role from November - January Hours will increase to 40hrs/week as needed Connect with kettle locations to solidify details and commitment to support Ensure all kettle locations have required supplies Coordinate the delivery and pick-up of kettles to/from sites daily, ensuring security of donations. Organize and schedule staff and volunteers to cover the kettle shifts needed Perform other position related duties as required.

4. Health and SafetyWork in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures. Use all devices and wear all personal protective equipment required by the TSA Whitby or the Ontario Occupational Health and Safety Act. Follow any specific health & safety protocols applicable to job tasks. Report health and safety concerns to Supervisor or Senior Leadership. Participate in and complete any training provided by the TSA Whitby.

FINANCIAL AND MATERIALS MANAGEMENT:Assist in the deposit preparation for the Church and Community Family Services Assist with gift card registry and processing of the same

WORKING CONDITIONS:This is a permanent part-time position based on 25 hours per week, with a temporary increase up to 40hrs from November to January to support Christmas Kettle Campaign Schedule to be set by the supervisor, some flexibility in scheduling required seasonally in consultation with the supervisor. Working environment is typically in the office in generally agreeable conditions. Ability to lift/move 20 lbs. This job requires reaching, bending, and stooping frequently, working in a sitting, and standing position for periods of time. Local travel (up to 5%) is required to pick up and post mail and perform other related duties. May increase seasonally.

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 hour unpaid meal break where applicable.
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:Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration will be considered as an asset. Proficiency in all Microsoft Office products is required, particularly Microsoft 365; along with CANVA and Easy worship (training provided) Valid Ontario Class "G" Driver's License, personal vehicle and insurance is required. Experience and Skilled Knowledge Requirements

Experience and Skilled Knowledge RequirementsMinimum of two (2) years of prior related experience, including administrative experience and experience dealing with office equipment and tools.

Alternative combinations of education and experience may be considered.
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. Able to work in a consultative, diplomatic and tactful manner. Self-motivated and disciplined self-starter. 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 with 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. 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 $17.61 to $22.01 with a maximum of $26.41.
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.