Administrative Assistant

The Salvation Army; Georgina; On-site; CAD 60,000; Full time

Job summary

A community support organization in Georgina is seeking an Administrative Assistant to provide essential support for camp operations, including finance and communication. You'll manage databases, prepare documentation, and liaise with guest groups. Ideal candidates will have strong skills in Microsoft Office, excellent attention to detail, and experience in administrative roles. A diploma in business administration is preferred and offers a structured full-time schedule with a supportive environment.

Qualifications

• Completion of a formal post-secondary program of two academic years.
• Minimum of two years related experience in administrative and accounting.
• Experience working in a camp environment preferred.

Responsibilities

• Provide highly organized administrative support and manage databases.
• Complete invoices and collect fees communicating with group organizers.
• Perform general office duties and maintain a neat office environment.

Skills

Adaptability

Proficiency in Microsoft Office

Interpersonal skills

Attention to detail

Time management

Problem-solving

Communication skills

Education

Diploma in Business Administration or related field

Tools

Microsoft Office Suite

Shelby

SAMIS

Agresso

Volunteer Scheduler Pro

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 provides support in the areas of registration for camp, finance, bookkeeping, reception, record-keeping, data entry, and internal and external communication. The incumbent takes directions and completes work assignments for the administrative camp management team.

Accountabilities

Administrative Support

• Provide accurate, timely and highly organized administrative support including preparing memos, thank you letters, decision reports, registration materials, taking minutes, maintaining files, preparing presentations and reports and any other documentation for administrative team.
• Responsible for the organization and maintenance of the filing system (electronically or manually) for the administrative team.
• Build and maintain the registration, Trailer Park, and groups database on Camp Brain (e.g., Book and enter camp and staff applications, prepare invoices etc.)
• Liaise with group organizers to book guest groups including equipment requests, food and allergy needs, meeting spaces, special requests such as ropes activities etc.
• Meet with guest groups for their camp arrival and liaise with group hosts to ensure they understand the needs of the group and details of their booking.
• Manage Camper and Trailer Park registrations and provide training materials and support to Ministry Units for registering campers for Adventure Camps.
• Conduct tours and orientation of the premises to potential guest groups and enter group bookings.
• Enter bookings into Camp Brain, complete contracts, and ensure they are delivered in a timely manner.
• Communicate itineraries for guest groups to appropriate staff assigned to host and serve groups.

Finance

• Complete invoices and ensure payment target dates are met by following up and communicating with group organizers.
• Collect trailer park fees and assist with communications and emails to trailer park families and volunteers.

General Office Duties

• Perform general office duties such as answering phone, picking up messages, answering and screening telephone and email enquiries and/or resolve enquiries. Greet and escort or direct visitors.
• Provide accurate, timely and highly organized administrative support including preparing memos, thank you letters, decision reports, registration materials, taking minutes, maintaining files, preparing presentations and reports and any other documentation for administrative team.
• Responsible to open and distribute all incoming mail and process outgoing mail.
• Collect and prepare statistical information pertaining to registration, decision reports in an organized and timely manner
• Photocopy and distribute materials as requested. Send and receive emails and faxes as requested. Pick up mail and packages daily
• Order staff and camper t-shirts for the summer, and wristbands for campers, staff, and visitors
• Responsible to order office supplies for all departments and maintain adequate office supplies for administration
• Responsible for keeping the storeroom, boardroom, and office reception area neat and organized
• Draft and prepare presentations and promotional materials for camps, brochures, flyers, social media, and newsletters subject to supervisory approval. Assist with projects and reports.

Health and Safety

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.

Critical Relationship Management

• Internal relationships:
  • Supervisor, Divisional Youth Secretaries, staff, and volunteers
• External relationships:
  • Community, camp participants

Managerial/Technical Leadership Responsibility

• This position reports directly to the Divisional Camping Ministries Director
• The incumbent takes direction regarding work assignments from other staff in the Ontario Camp Ministries Department as required.

• This role is an individual contributor, providing support and incidental guidance to campers, public and stakeholders.

Financial and Materials Management

• Perform various accounting duties, invoices, collect fees, bank deposits, TEM, Agresso etc.
• Monitor budget and refer discrepancies to the Office Manager.
• Maintain and track files and fixed asset inventory (i.e., stationery, office, and janitorial supplies).

Working Conditions

• This is a regular full-time position based on 40 hours per week.
• The Supervisor will set the hours of work and work schedule.

• Working environment is typically in the office in generally agreeable conditions.
• Physical lifting of up to 20 pounds may be required
• Travel required up to 10% of the time, may transport luggage, and campers to and from camp etc. as needed; required to use as Salvation Army program vehicle.

Normal hours of work 7:30 a.m. to 4:00 p.m., Monday to Friday and includes a ½ hour unpaid meal break. Some flexibility in hours of work and work schedule may be required. Some flexibility in scheduling is required; evening and weekend work may be required during summer camp season and/or during guest rentals on site.

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

Completion of a formal post-secondary program of two (2) academic years, preferably the completion of a diploma in Business Administration or related field of study.

Experience and Skilled Knowledge Requirements

• Minimum of two (2) years of prior related experience in administrative/secretarial and general accounting and experience using office equipment/tools.
• Experience working in a camp environment is preferred.
• Knowledge of Shelby, SAMIS, Agresso and Volunteer Scheduler Pro databases would be an asset.
• Proficiency in all Microsoft Office products is required - i.e., Word, Excel, Publisher, PowerPoint, and telephone, photocopier, scanner, fax machine, etc.
• Proficient in social media (Facebook, Instagram, etc.)
• Valid Ontario Class “G” Driver’s License, personal vehicle required and insurance, current copy of driver’s abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.

Alternative Combinations of Education and Experience

Alternative combinations of education and experience may be considered.

Skills and Capabilities

• Adaptable, proactive and a self-starter.
• Ability to maintain information in confidence and exercise good judgement.
• Ability to learn, adapt, and utilize technology and processes quickly.
• Attention to detail, problem solving and analytical skills.
• Strong Administrative, interpersonal and communication skills both verbal and written
• Ability to use tact and diplomacy when dealing with the public, both in person, phone, and through written communication.
• Self-motivated/disciplined.
• Ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Self-directed with superior organizational skills, attention to detail, time management skills, ability to prioritize and effectively handle multiple priorities/tasks; the ability to complete assignments and meet competing deadlines with minimal supervision.
• Ability to clearly and concisely compose/proofread/edit documents such as letters, memos, and e-mail.
• Must have strong interpersonal and communication skills (written/oral).
• Ability & 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 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.

Compensation

The target hiring range for this position is $39,492.02 to $49,365.02 with a maximum of $59,238.03.

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.

Accommodation

The Salvation Army will provide reasonable accommodation upon request. Please email [e-mail] if you have a need for any accommodation and we will be pleased to discuss this with you.