Job Description

Leads and coordinates administrative duties in the Ministry Unit in the areas of Finance and Human Relations and also performs a wide variety of accounting duties. HOURS:

• Monday to Friday; 9:30 am to 2:30 pm (25 hours per week)

KEY RESPONSIBILITIES:

ADMINISTRATION

• Performs various accounting duties such as/accounts payable and receivable, bookkeeping, deposit record, issuing official receipts, handling and reconciling and petty cash floats, processing TEM, expenses, and other related accounting duties (e,g. bank deposits).
• Process accounts receivable invoices to clients of the ministry unit for services rendered, and/or prepare and distribute monthly accounts receivable statements to facilitate collection of outstanding accounts receivable.
• Assists in drafting the annual budgets for the ministry unit/department and monitoring compliance with the budget.
• Processes all payroll-related administrative matters, including new hires, payroll submissions, employee benefit matters, employee sick & vacation time, and follow-up on related matters as needed.
• Drafts and types correspondence or generates reports (e.g. Letters dealing with administration issues, dictation, and acknowledgments); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines: research and response to difficult inquiries on behalf of the Supervisor.
• Maintains an accurate, ongoing record of all donations to the ministry unit, sends an acknowledgment and prepares year-end receipts.
• Handles and ensures the protection of confidential and sensitive employee; director; volunteer; client, and program files.
• Participates in year audits as required by Government contracts.
• Assist in ensuring the financial aspects of Government contracts are followed.
• Adheres to the Ministry Unit budget in compliance with operating and administrative guidelines; may authorize and monitor some financial transactions.
• Performs general office duties such as answering and screening telephone calls and inquiries; greeting visitors; filing documents electronically or manually; preparing photocopies and distributing material as requested; sending and receiving fax/email material, and other tasks as required.
• Maintains databases (e.g employee/volunteer information, contact list, inventory hours worked)
• At times, will provide caring and listening to people in need, as well as be willing to offer prayer as appropriate.
• Assists with the preparation/placement of advertisements and invitations.
• Assists with all paperwork for various projects and processes (e.g., community service orders, and ministry unit annual reviews).
• Places all stationary supplies and maintains adequate office supplies and other supplies as needed. Maintain postage meter supply. Will arrange for maintenance of office equipment.
• Participates in Christmas fundraising, including the Kettle campaign, counting Kettle funds, and other related tasks.
• Involvement and assistance with community special events throughout the year.
• May maintain input into The Salvation Army Management Information System S.A.M.I.S.
• May schedule meetings, prepare agendas, take minutes; type and circulate minutes.
• May open and distribute incoming mail and process outgoing mail, including confidential materials; receive the parcel(s) and distributes to the appropriate person(s).
• May schedule or keep track of the Supervisor\'s calendar; make travel arrangements; change arrangements and provide a reminder, including support documentation.
• May assist with all fundraising functions of the unit.

FINANCIAL

• Prepare budget expenditures to ensure compliance with budgetary criteria.
• Provide oversight to the bookkeeping activities of the Ministry Unit to ensure accuracy and policy compliance.
• Receives donations and stores them appropriately for weekly processing. Assists donors with receipts or processes over-the-phone donations. Processes expenditures using the Agresso system.
• Accept monetary donations and issue temporary receipts as occasional and as necessary.
• Perform various accounting duties such as invoice coding and journal entries, issuing receipts, following up on vendors\' inquiries regarding payment matters, and preparing and sending submissions to Regional Accounting Centre (RAC) as required.
• Provide accounts payable (from invoice coding to approval) through Agresso, Business World and TEM.
• Issue year-end tax receipts to donors and reconcile receipts with THQ Finance with Community Ministries Director.
• Forward thank you letters, cards, and/or photos as requested to private donors and donor agencies.

COMMUNICATIONS

• Liaise with The Salvation Army Regional Accounting Centre (RAC) and designated auditors and respond to routine financial inquiries, both internal and external to the Ministry Unit.
• Liaise with community, department managers, Community Ministries Supervisor, Divisional Headquarters, and Territorial Headquarters as required.
• Provide up-to-date reports on financial/business activities etc., monthly to Community Ministries Director.

PUBLIC RELATIONS

• Ensures all contact with donors, the general public, staff from other agencies, and staff from other Salvation Army programs are courteous and professional.
• Treats all employees, guests, and volunteers with respect and dignity at all times.
• Liaises with local banks on issues pertaining to the Ministry Unit.
• Responds to routine inquiries, both internal and external to the organization.
• Meets with the CMD to report on the financial position of the Ministry Unit and discuss HR issues.
• Is part of the team planning future needs for financial matters and personnel.

PERSONNEL

• Coordinate payroll and benefits services for all employees on behalf of the Ministry Unit.
• Participate with CMD on aligning salary with SA standards and those of Mt. Waddington Community Ministries, including merit increases and cost of living rates.
• Participate in hiring, orientating, training, evaluating, disciplining and terminating in consultation with the CMD/DHQ; and conducts HR interviews with all new employees providing orientation to payroll and benefits.
• Maintain HR database (e.g. Seniority).
• Keeps an up-to-date record of employee attendance, sick time, and vacation time.
• Calculates employee vacation entitlement and maintains vacation request records.
• Processes and /or prepares all employee paperwork, entering it in UltiPro in a timely manner.
• May process WorkSafe claims and supporting documents.
• Monitors and ensures staff safety practices are in compliance with health and safety standards and ensures incident reports are submitted and acted upon as required.
• May schedule staff in accordance with contracts and standards.
• Verify timesheets for payroll purposes.
• Deals with complaints/grievances.
• Processes payroll in UltiPro by required dates. Audits payroll for errors and corrects as needed.
• May arrange and/or conduct training for employees in the area of NVCI. First Aid, Food Safe, WHMIS, and other training required by funders and/or The Salvation Army.
• May maintain a training database for all employees.
• May participate as part of the investigative team with regard to Health & Safety violations, breaches of policy, and the Code of Conduct.
• May recruit and assign staff or managers.

HEALTH & SAFETY

• Complies with all safety procedures.
• Ensures proper lifting, twisting & reaching techniques are used during job performance.
• Answers the door at the work location with proper precautions.
• Ensures any safety issues are reported to the Health & Safety Representative.
• May act as an alternate on the JOHSC.
• Waddington Community Ministries has had long-standing policies of providing a safe and healthful workplace, protecting the environment, and conserving energy and natural resources. Every employee is expected to follow this policy and to report any environmental, health, or safety concern or suggestion for improving our environmental impact to their Supervisor.
• Performs other position-related duties as assigned.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Education/Certifications:

• Graduate with a post-secondary degree in Business, Finance, or Business Administration.

NOTE: An alternative combination of education and experience may be considered. Experience:

• Minimum of three (3) years of prior related experience in non-profit, fund and branch accounting, bookkeeping, administrative/secretarial, accounting software, and Human Relations experience.

Required Skills/Knowledge:

• Strong administrative skills and proficiency with computers and databases (particularly Excel, Word, and Internet, familiar with Office 365).
• Ability to comply with all Salvation Army policies and procedures and associated legislation
• Ability to maintain information in confidence and exercise good judgment.
• Ability to participate in ongoing professional development and training
• Ability to participate in regular supervision and performance appraisal process.
• Ability to represent the organization in a positive, professional, and engaging manner.
• Good listening skills, good oral/written communication skills, and respect for authority.
• Ability to follow written instructions and create written reports.
• Good interpersonal skills, integrity, and adaptability
• Attention to detail, problem-solving, and analytical skills.
• Self-directed with strong organizational skills and the ability to complete assignments and meet deadlines.
• Ability to work in compliance with OH&S Act and Regulations and abide by The Salvation Army\xe2\x80\x99s health and safety policies and procedures.
• Understanding of the Mission of The Salvation Army in Canada and its implication as related to position responsibilities.
• Fluent in spoken and written English.
• Must display excellent team and interpersonal skills.

PREFERRED SKILLS/CAPABILITIES:

• Knowledge of Salvation Army systems (RAC and TEM) would be a definite asset.
• Valid Driver\xe2\x80\x99s license and clean Driver\xe2\x80\x99s abstract.
• Occupational First Aid Level 1 certificate.

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

• Background check consent.
• A clear vulnerable sector screening.
• A clean driver\xe2\x80\x99s abstract.
• Completion of our online Armatus Abuse Training and required Health and Safety training.

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.



Published
February 23, 2023

Location
Port Hardy

Job Type
Part-time

Ministry Unit/Dept:
Mt. Waddington Community Ministries

Salary Range:
$22.00 per hour

Address:
7305 Market Street, Port Hardy, BC, V0N 2P0

Posting Expires:
March 5, 2023

Applications Accepted By:
michael.winter@salvationarmy.ca