Administrative Assistant

salvationarmyca; City of Lloydminster; On-site; CAD 38,000 - 54,000; Full time

Job summary

The Salvation Army Lloydminster Corps is seeking an Administrative Assistant to provide administrative and accounting support. Responsibilities include payroll, timekeeping, benefits, filing, bookkeeping, and accounts payable/receivable while maintaining confidential records.

The role supports various program areas, performs clerical duties, and helps with reporting and volunteer coordination. Based in Lloydminster, Alberta, on-site work is required.

Qualifications

• Payroll, timekeeping, benefits and filing duties.
• Bookkeeping including accounts payable/receivable and petty cash.
• Preparing and reconciling periodic financial reports.

Responsibilities

• Provide administrative and accounting support to Lloydminster corps and family services.
• Maintain databases and input in SAMIS; manage filing and document control.
• Process accounts payable/receivable, banking, and tax receipts for charitable giving.
• Coordinate program support and frontline service delivery during events and distributions.
• Assist with travel arrangements, calendar updates, and reporting requests.

Skills

Administrative skills

Payroll

Bookkeeping

Data entry

Tools

S.A.M.I.S.

Link 2 Feed

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.

Job Description

Position Purpose summary:

The Administrative Assistant is responsible to provide administrative and accounting support to Lloydminster Corps and Family Services. This will include secretarial, administrative, and accounting duties.

Perform duties such as payroll, timekeeping, benefits, and maintaining a filing system, performing bookkeeping functions including assistance in accounts payable/receivable, petty cash, banking, monitor client trustee finances, and preparing/reconciling periodic financial reports.

Accountabilities

Administrative Support

• Builds and maintains databases (e.g., employee/volunteer information, contact lists, inventory, hours worked).
• Maintains input into the Salvation Army Management Information System (S.A.M.I.S.).
• Prepares and receives paperwork for various projects and processes (e.g., accreditation, licensing).
• May schedule or keep track of supervisor's calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation.
• Communicates clearly and effectively, both orally and in writing, to all internal and external contacts; is an effective member of an inter-disciplinary team.
• Supports external reporting requests as needed.
• Responds to routine enquiries, both internal and external to the organization.
• Enters client's information into Link 2 Feed and update and maintain files.
• Provides support in maintaining accurate and up-to-date volunteer files.
• Makes decisions on routine and urgent administrative matters in the absence of the supervisor.
• Cross-trained to support reception, intake, and distribution.
• Opens and distributes in-coming mail and processes out-going mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s).
• May order all stationery supplies and maintains adequate office supplies and other supplies as needed; may maintain postage meter supply; may arrange for maintenance of office equipment.
• May track employee mandatory training, education, driver's abstracts, etc.
• Performs other position-related duties as assigned.

Financial Administration

• May process accounts payable, entering invoices into accounting systems.
• May process cash receipts and contributions from the general public, prepares and deposits funds to the local operating bank and enters into local the accounting system; issues tax receipts as required for charitable giving.
• May 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.
• May handle and reconcile petty cash.
• Works with the Corps Officer to conduct regular client account and trust account reviews, ensuring reconciliations occur, including but not limited to Monthly Bank Reconciliations
• Supports the Corps Officer by confirming and verifying client trustee accounts on an ongoing basis.

Program Support

• Provide administrative support to Corps Officer on program delivery.
• Coordinates Emergency Disaster Services (EDS) lodging response as required by the City of Lloydminster.
• Participates in City Trauma Response Team as required (appropriate required training provided).
• Provides frontline delivery of services during Christmas distribution.
• Updates Kettle system daily during the Christmas Kettle Campaign.
• May provide guidance and oversight to students and volunteers.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal: Management, staff, volunteers

External: Vendors, Donors, Community Partners

MANAGERIAL/Technical Leadership RESPONSIBILITY

Reports directly to Corps Officer or designate.

This position has no direct reports but may give some guidance and oversight to students and volunteers.

FINANCIAL AND MATERIALS MANAGEMENT

This role has minor financial expenditure authority; replenishing, receipting and reconciling petty cash and maintaining records.

Responsible for confidential, accurate and complete safekeeping of files, documents, invoices, receipts and contracts.

Accountable for minor materials management, maintenanc