Administrative Assistant

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.

Job Description

Position Purpose summary:

The Administrative Assistant position leads and coordinates all secretarial and administrative duties in the ministry for Sudbury Community Church.

Accountabilities

General Administration

• Perform general office duties such as answering, and screening telephone calls and directs enquiries and answers inquiries; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries.
• Draft and type correspondence or generates reports (e.g., letters dealing with administrative issues, dictation, acknowledgements, memos, meeting minutes, agendas); checks typing for accuracy; researches and responds to difficult enquiries on behalf of the corps officers.
• Handle and ensure the protection of extremely confidential and sensitive employee/Officer and/or program files.
• Draft and distribute thank you letters to volunteers and donors.
• Assist with the preparation for the Annual Ministry Unit Review.
• Build and maintain databases (e.g., volunteer information, contact lists, inventory, hours worked); collect and input all data into The Salvation Army Management Information System – S.A.M.I.S
• Track volunteer data; provide/process volunteer application forms and associated documentation; may assist managers with volunteer onboarding including mandatory training requirements.
• Draft and prepare church bulletins, newsletters, presentations, brochures, flyers, advertisements, invitations; update and maintain the church directory and church calendars and certificates subject to Corps Officer approval (e.g., power point presentations).
• Open and distribute in-coming mail and processes out-going mail including materials of a confidential nature; receives parcels and distributes to the appropriate persons.
• Order all stationery supplies and maintain adequate office supplies and other supplies as needed (janitorial supplies; kitchen supplies); maintain postage stamp supply; arrange for maintenance of office equipment.
• Ensure the general cleanliness and orderliness of the front entrance and reception area, update publications and displays as required.
• Provide administrative support to church and community services programming, including events, camps, data entry for Christmas hampers; seasonal support for kettles such as phone calls/emails and scheduling as needed.
• Monitor Sudbury Ministries email and answer or redirect emails as appropriate.
• Ensure appropriate copyright licensing has been obtained and is current, when applicable.
• Update and maintain the MU social media site and provide information to congregants and community.
• Receive and arrange for all transfers of Corps Soldiers, Adherents, and Friends of The Salvation Army.
• Perform timekeeper tasks in Workday.
  
  

Property

• Arrange for occasional property maintenance repairs when required.
• Keeps track of all keys, key fobs, and alarm codes.
• In consultation with Corps Officers, schedule outside rentals associated with all facility rentals, prepare lease and rental agreements, accept monetary payments for building rentals and ensure that all rental agreements and/or leases are signed and filed.
  
  

Finance

• Perform duties such as receive donations, issue donor receipts for income tax purposes, weekly bank deposits, filing of bank records.
• Process expenses through Agresso/Business World and receipting through Shelby.
• Serve as the custodian of the gift card log, Corps Petty Cash; receive, process, reconcile and replenish petty cash and store securely in the Corps safe.
• Process bill/invoices under direction from Corp Officer
• Arrange and submit requests for reimbursements using BusinessWorld.
• Accept in person donations from the public and issue receipts for donations where applicable.
• Process applications and payments from the corps for corps, divisional and territorial events
• Seasonal – prepare insurance and request letter for Kettle locations; oversee kettle counting and kettle deposits; prepare gift cards for Christmas hampers.
• Perform other related duties as required.
  
  

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%) is associated with this position, i.e., deliver bank deposits at the bank.
  
  

Normal hours of work: 8:30 a.m. to 4:00 p.m. Monday to Friday. The hours of work and work schedule may vary according to requirements of responsibilities and determined in consultation with your supervisor.

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, 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.
• Valid Ontario Class “G” Driver’s License; personal vehicle and insurance is required.
  
  

Experience And Skilled Knowledge Requirements

• Minimum of three (3) years of prior related experience, including, administrative experience and experience dealing with office equipment and tools.
• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, etc.
  
  

Skills And Capabilities

Alternative combinations of education and experience may be considered.

• Attention to detail, problem solving and analytical skills.
• Self-motivated/disciplined.
• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, etc.
• Proficiency in Canva and Facebook MetaBusiness Suite is considered an asset.
• Ability to maintain information in confidence and exercise good judgement.
• Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
• Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Excellent interpersonal skills, integrity, and adaptability.
• Exhibit good listening skills, have strong oral/written communication skills and respect authority.
• Able to work in a consultative, diplomatic and tactful manner when dealing with the public, both in person and on the telephone.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Represent the organization in a positive, professional, and engaging manner.
• 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 [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.