Job Description

Description

The Administrative Coordinator serves as a point of contact and link between employees, and departments. The incumbent will handle clerical, and administrative duties including a variety of accounting and human relations functions; analyzes and improves office processes and policies; and ensures that the office operates smoothly for Evangeline Residence and Florence Booth House.

KEY RESPONSIBILITIES:

Clerical/Administrative Duties:

• Provide administrative support for Evangeline Residence and Florence Booth House in accordance with established policies and procedures including Employment Standards; Collective Agreement; Hostel Standards; The Salvation Army Accreditation Standards and Payroll Procedures.
• Multi-task in an environment where numerous tasks and events are unpredictable and urgent in nature.
• Participate in the development, implementation, evaluation and revision of all policies, procedures, strategic and business plans, all mission, vision, and value statements.
• Record and compile minutes for various meetings involving leadership of Director such as Management Team, Labour & Management Committee and Staff Meetings.
• Update, prepare and coordinate publication of documents such as departmental handbooks, position tasks lists and annual reports in conjunction with THHS Human Relations.
• Draft correspondence and other short documents of a complex nature. Format documents and edit for grammar, spelling, and accuracy.
• Complete all necessary monthly statistical reporting to the City of Toronto Hostel Services to receive per diems for client served.
• Ensure that Salvation Army Monthly Information System (SAMIS) statistical reports are completed and submitted in a timely manner.
• Ensure regular back-up of Computer server and all users of shelter computers are operating in accordance with The Salvation Army Computer Policy.
• Perform general office duties as it relates to inquiries; visitors; filing; photocopying; faxing; and incoming/outgoing mail.
• Draft and prepare presentations (including PowerPoint), brochures, fliers, and newsletters.
• Coordinate and oversee the day-to-day management of necessary shelter forms, logbooks, office/computer supplies and other materials.
• Gather, enter, and update data to maintain departmental records and databases as appropriate; establish and maintain files and records for the office.
• Prepares and receives all documentation for various projects and processes (e.g., conferences, workshops).
• Create and revise systems and procedures by analyzing current practices to find efficiencies and implement changes.

Human Relations Duties:

• Assist with the Human Relations management including imputing employee information in the Human Relations Information System (UltiPro), preparing letters of employment, and personnel filing.
• Assists with the administration of the employee benefit plans.
• Prepare, update, and submit job postings and request to fill documentation to DHQ Human Relations to fill department vacancies as per the Collective Agreements and The Salvation Army policy and procedures.
• Participate in the recruitment and selection process by scheduling and coordinating interviews with multiple candidates; preparing interview documentation; conducting professional reference checks; drafting offer letters; arranging new staff orientation documentation.
• Adhere to policies and guidelines of The Salvation Army as it relates to employee documentation.
• Responsible for the security and updating of all personnel files ensuring the protection of extremely confidential and sensitive employee files.
• Responsible to maintain an electronic database for all employee records such as vacation and sick leave entitlements; training matrix; seniority rosters and contact lists.
• Review employee work hours noting any absenteeism and necessary information submitted by Supervisors.
• Review and update any changes regarding payroll and personnel information into UltiPro.

Financial Duties:

• Adhere to policy and procedures as it relates to payroll processing services, chartered of accounts, deposit processing, accounts payable processing and retention of financial records.
• Ensure that official receipts for donations and \xe2\x80\x9cthank you\xe2\x80\x9d letters for donors are completed for the Director\'s signature.
• Responsible for Petty Cash Fund on behalf of the Directors.
• Complete a Cheque Requisition for reimbursement of all petty cash vouchers for various expenses (i.e., clothing, outings, and other personal needs) for the Director\'s approval.
• Code invoices through Business World for all expenses according to a chartered of accounts and submit to Directors for approval.
• Ensure that all approved invoices and vendor statements on a weekly basis are forwarded to Regional Accounting Centre.
• Monitor and coordinate accounting activities as appropriate and prepare internal reports for management; participate in budget planning and management, as required.
• Review periodically the standard accounting package (Business World) and communicate any discrepancies to Directors.

Health and Safety Responsibilities:

• Comply with the provisions of the Occupational Health and Safety Act and Regulations.
• Adhere to The Salvation Army\'s Health and Safety Program and Policy and Procedures.
• Assist with composing and updating of Health and Safety policies and procedures and written material, as required.
• Report accidents/workplace hazards in a timely fashion.
• Conduct facility security/safety rounds as requested.

Perform other duties as required.

WORKING CONDITIONS:

• This is a permanent full-time position based on 40 hours per week.
• Hours of work are Monday to Friday 8:00am to 4:00pm.
• Works in a shelter environment is typically in an office setting.
• May interact with clients with erratic/ aggressive behaviours.
• May deal with angry and/or abusive people.
• May deal with verbal abuse.
• Some off-site work may be permitted.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Completed two (2) years of Community College in Business Administration.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Three years of prior related experience including, experience dealing with office equipment, handling accounts payable, monitoring budgets, and senior administrative experience.
• Experience in working in a unionized environment.
• Knowledge of relevant legislation, Occupational Health & Safety Act and Regulations.

SKILLS AND CAPABILITIES:

• Attention to detail, problem solving and analytical skills.
• Excellent communication (verbal and written) and comprehension skills.
• Able to provide coaching and mentoring to staff.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility Ability to maintain a high level of confidentiality in the workplace.
• A serving heart and a passion for individuals who are experiencing homelessness.
• Strong written and verbal commununciation skills - clear and simple to understand.
• Effective organizational and time management skills - self-motivated and disciplined self-starter.
• Motivated, self-directed; ability to work effectively independently and as part of a team.
• Intermediate computer skills (Outlook, Microsoft Office - Word, Excel, PowerPoint, Access) with a strong aptitude for technology and computer-based tools.
• Must be able to complete the Praesidium and Health and Safety training as applicable.
• 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 with vulnerable sector 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.

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all new employees within the Province of Ontario, Social Services sector. The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

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.

You must advise your managing supervisor of your intentions prior to submitting your application.

The Salvation Army