Administrative Assistant

salvationarmyca; Hamilton; On-site; CAD 23,000 - 29,000; Part time

Job summary

The Administrative Assistant at The Salvation Army provides support in finance, bookkeeping, record-keeping, data entry, and internal and external communication. This role is part-time (8 hours/week) in the Hamilton area, with responsibilities spanning general office duties, mail handling, supplies, and event support.

Key duties include maintaining inventories, coordinating acknowledgments, preparing bulletins and calendars, and assisting with internal reviews.

Responsibilities

• Perform general office duties including answering telephones, directing inquiries, greeting visitors, filing documents electronically and manually, photocopying and distributing materials, and sending and receiving fax and email communications.
• Open, sort, and distribute incoming mail; prepare and process outgoing mail and courier packages, including confidential materials; and assist with daily mail procedures.
• Order and maintain adequate supplies of stationery, office, and janitorial materials as directed.
• Coordinate employee/congregational acknowledgements such as cards, flowers, or other expressions of support for birthdays, illnesses, bereavements, births, and graduations.
• Maintain a neat, organized, and safe work environment, ensuring work areas are tidy at the end of each day.
• Draft, prepare, and distribute weekly bulletins, monthly calendars, posters, invitations, brochures, flyers, newsletters, website content, and social media communications for the Corps.
• Respond to community inquiries in a professional, courteous, and timely manner, providing accurate information within the scope of knowledge and referring matters to appropriate personnel when necessary.
• Maintain confidentiality while preparing accurate employee, Officer, and statistical reports.
• Update and maintain social media platforms and provide timely information to congregants and the community.

Tools

S.A.M.I.S.

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 finance, bookkeeping, record-keeping, data entry, and internal and external communication.

ACCOUNTABILITIES

Administration

• Perform general office duties including answering telephones, directing inquiries, greeting visitors, filing documents electronically and manually, photocopying and distributing materials, and sending and receiving fax and email communications.
• Open, sort, and distribute incoming mail; prepare and process outgoing mail and courier packages, including confidential materials; and assist with daily mail procedures.
• Order and maintain adequate supplies of stationery, office, and janitorial materials as directed.
• Coordinate employee/congregational acknowledgements such as cards, flowers, or other expressions of support for birthdays, illnesses, bereavements, births, and graduations.
• Maintain a neat, organized, and safe work environment, ensuring work areas are tidy at the end of each day.
• Assist in the preparation for internal reviews/audits and follow-up; support the Corps Officer in ensuring that internal systems follow Territorial Salvation Army policies, procedures, and internal standards; make decisions on routine administrative matters.
• Provide administrative support related to property matters including upkeep, inspections, insurance, repairs, service contracts, and quotations.
• Maintain accurate fixed asset inventory records, coordinate annual inventory processes, and assist in ensuring adequate insurance coverage is maintained.
• Draft, prepare, and distribute weekly bulletins, monthly calendars, posters, invitations, brochures, flyers, newsletters, website content, and social media communications for the Corps.
• Schedule and maintain supervisor calendars and assist with travel arrangements as required.
• Build and maintain databases and records including employee and volunteer information, contact lists, inventory, and maintains input into The Salvation Army Management Information System - S.A.M.I.S., Corps Directory, all Rolls and Registers.
• Maintain confidentiality while preparing accurate employee, Officer, and statistical reports.
• Update and maintain social media platforms and provide timely information to congregants and the community.
• Update phone system messages to reflect changes in hours, closures, or holiday schedules.
• Set up and operate projectors and sound equipment as required for meetings and events.
• Maintain an accurate and current church directory.
• Respond to community inquiries in a professional, courteous, and timely manner, providing accurate information within the scope of knowledge and referring matters to appropriate personnel when necessary.

Finance & Property

• Receive donations or payments for rentals and issues temporary hand-written receipts for the public, church members, clients, etc.; send acknowledgment letters where applicable.
• Maintain proper records and assist with ensuing that all legal requirements concerning the finance of the Ministry Unit are met; monitor stored financial reports and destroy old reports as per retention of records policies.
• Coordinate the schedule for building rentals/usage and associated paperwork.
• Grant entrance to the facility for renters on occasion or coordinate with others.
• Ensure rental requests are appropriate, comply with established guidelines, and have the required insurance coverage in place.
• Forwards concerns or requests for building repair to responsible parties.

• Perform other related duties as required.

WORKING CONDITIONS

This is a regular part-time position based on 8 hours per week.

The supervisor will set the hours of work and work schedule.

Working environment is in the office in generally agreeable conditions.

Ability to lift/move 10 to 19 lbs. without assistance from others.

Normal hours of work

Tuesday and Thursday, 9:00 a.m. to 1:30 p.m. Schedule may vary according to requirement of responsibilities - some weekend and evening work may be required. Some flexibility in scheduling may be required. The Supervisor will set the hours of work and work schedule.