Administrative Assistant

The Salvation Army; Kelowna; On-site; Full time

Job summary

The Salvation Army is seeking an Administrative Support role to assist with various organizational tasks in a community-focused environment. The position involves performing office duties, managing confidential information, and providing support to clients in need. Candidates should possess strong organizational and communication skills, with a willingness to align with the organization's mission.

Qualifications

• Minimum of two years of related experience.
• Must maintain confidentiality.
• Ability to work independently and as part of a team.

Responsibilities

• Perform general office duties: answering calls, greeting visitors, handling mail.
• Maintain client files and statistical records.
• Provide emergency food referrals to clients.

Skills

Time Management

Organization

Confidentiality

Communication

Education

High school completion

Specialized courses (bookkeeping, office administration)

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

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:

ACCOUNTABILITIES:

• Consistently demonstrates empathy and concern for clients/families.
• Provides emergency food referrals to clients as directed by caseworkers or Community Services Director
• Assists in maintaining client files and statistical records and keeps track of volunteer’s hours
• Performs general office duties such as answers telephone calls and directs and answers inquiries; greets and escort visitors; opens mail, files documents electronically or manually; photocopies and distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries.
• Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and/or program files.
• Assists in submitting the Biweekly payroll information.
• Gives oversight of the reconciliation of staff corporate visas and personal expenses through Business World for timely payment.
• Opens and distributes incoming mail and process outgoing mail including materials of a confidential nature.
• May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed, may arrange for maintenance of office equipment.
• Prepares and receives paperwork for various projects and programs as assigned by Supervisor or Department Lead - month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed
• Types and/or updates forms, letters, reports, and memos, assuring typing accuracy.
• Draft and prepares presentations, brochures, flyers, invitations, etc. subject to Supervisor’s direction and approval.
• Responsible for maintaining inventories, and updating as needed. Basic building oversight in partnership with the ministry unit leaders, ensuring issues are noted, reported to the right service provider, and addressed in a timely manner.
• Handles walk-in donations, and issue temporary receipts and prepares official tax receipts.
• Receives and/or declines, sorts, organizes donated or purchased product as directed and in accordance with standard procedures
• May be required to handle hazardous material in a safe and conscientious manner with WHMIS and Worksafe guidelines.
• Arranges for disposal of unusable items in accordance with policy
• Gives direction to volunteers assigned to administrative duties
• Assists in scheduling meetings, may be required to draft agenda, take minutes and distribute minutes accordingly.
• Performs other job-related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal: Corps Officer, Directors, clients, all staff and volunteers

External: General public, donors

MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY :

• The incumbent will not have any formal management responsibility.
• They may show and direct volunteers how to perform certain duties

FINANCIAL AND MATERIALS MANAGEMENT:

• The incumbent has minor material responsibilities occasionally receiving and ensuring the effective usage of materials
• Uses or maintains organization assets in accordance with established guidelines.
• Does not process any financial transactions with no budget responsibilities.

WORKING CONDITIONS:

The incumbent’s work environment is typically in a general office setting. The incumbent works in generally agreeable conditions, with the following exceptions:

• Dealing with angry people
• Verbal abuse
• Frequent interruptions and multitasking
• Temperature variations (i.e., front door opening and closing)
• Equipment and general office noise (i.e., people talking, phones ringing)

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:

Education, Qualifications and Certifications:

• Completion of high school
• Specialized applicable courses of at least 6 months (bookkeeping, office administration) will be considered a strong asset

Experience and Skilled Knowledge Requirements:

• A minimum of two years of related experience.

Skills and Capabilities:

• Must have strong time management ability
• Ability to work both independently, with minimum supervision, and as part of a team
• Good organizational skills and the ability to work on several tasks is essential
• Ability to maintain confidentiality
• Good working knowledge of Microsoft Word, Excel, PowerPoint and Easy Worship or the ability to learn quickly is essential
• Ability to communicate effectively both orally and in writing with employees and the public
• Ability to follow and implement The Salvation Army’s Standards, Policies and Procedures
• 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
• The ability to adapt to change and interruptions to a normal work routine, and work in a fast-paced environment.
• A willingness to adhere to a dress code of modesty, neatness, and cleanliness.
• An understanding of and support for the Mission Statement of the Salvation Army in Canada.
• The successful applicant must have, or be willing to obtain, a criminal record check, clearance from the National Abuse Registry.

Compensation:

The target hiring range for this position is $18.99 to $23.73 with a maximum of $28.48.

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:

ACCOUNTABILITIES:

• Consistently demonstrates empathy and concern for clients/families.
• Provides emergency food referrals to clients as directed by caseworkers or Community Services Director
• Assists in maintaining client files and statistical records and keeps track of volunteer’s hours
• Performs general office duties such as answers telephone calls and directs and answers inquiries; greets and escort visitors; opens mail, files documents electronically or manually; photocopies and distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries.
• Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and/or program files.
• Assists in submitting the Biweekly payroll information.
• Gives oversight of the reconciliation of staff corporate visas and personal expenses through Business World for timely payment.
• Opens and distributes incoming mail and process outgoing mail including materials of a confidential nature.
• May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed, may arrange for maintenance of office equipment.
• Prepares and receives paperwork for various projects and programs as assigned by Supervisor or Department Lead - month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed
• Types and/or updates forms, letters, reports, and memos, assuring typing accuracy.
• Draft and prepares presentations, brochures, flyers, invitations, etc. subject to Supervisor’s direction and approval.
• Responsible for maintaining inventories, and updating as needed. Basic building oversight in partnership with the ministry unit leaders, ensuring issues are noted, reported to the right service provider, and addressed in a timely manner.
• Handles walk-in donations, and issue temporary receipts and prepares official tax receipts.
• Receives and/or declines, sorts, organizes donated or purchased product as directed and in accordance with standard procedures
• May be required to handle hazardous material in a safe and conscientious manner with WHMIS and Worksafe guidelines.
• Arranges for disposal of unusable items in accordance with policy
• Gives direction to volunteers assigned to administrative duties
• Assists in scheduling meetings, may be required to draft agenda, take minutes and distribute minutes accordingly.
• Performs other job-related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal: Corps Officer, Directors, clients, all staff and volunteers

External: General public, donors

MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY :

• The incumbent will not have any formal management responsibility.
• They may show and direct volunteers how to perform certain duties

FINANCIAL AND MATERIALS MANAGEMENT:

• The incumbent has minor material responsibilities occasionally receiving and ensuring the effective usage of materials
• Uses or maintains organization assets in accordance with established guidelines.
• Does not process any financial transactions with no budget responsibilities.

WORKING CONDITIONS:

The incumbent’s work environment is typically in a general office setting. The incumbent works in generally agreeable conditions, with the following exceptions:

• Dealing with angry people
• Verbal abuse
• Frequent interruptions and multitasking
• Temperature variations (i.e., front door opening and closing)
• Equipment and general office noise (i.e., people talking, phones ringing)

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:

Education, Qualifications and Certifications:

• Completion of high school
• Specialized applicable courses of at least 6 months (bookkeeping, office administration) will be considered a strong asset

Experience and Skilled Knowledge Requirements:

• A minimum of two years of related experience.

Skills and Capabilities:

• Must have strong time management ability
• Ability to work both independently, with minimum supervision, and as part of a team
• Good organizational skills and the ability to work on several tasks is essential
• Ability to maintain confidentiality
• Good working knowledge of Microsoft Word, Excel, PowerPoint and Easy Worship or the ability to learn quickly is essential
• Ability to communicate effectively both orally and in writing with employees and the public
• Ability to follow and implement The Salvation Army’s Standards, Policies and Procedures
• 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
• The ability to adapt to change and interruptions to a normal work routine, and work in a fast-paced environment.
• A willingness to adhere to a dress code of modesty, neatness, and cleanliness.
• An understanding of and support for the Mission Statement of the Salvation Army in Canada.
• The successful applicant must have, or be willing to obtain, a criminal record check, clearance from the National Abuse Registry.

Compensation:

The target hiring range for this position is $18.99 to $23.73 with a maximum of $28.48.

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 [e-mail] if you have a need for any accommodation and we will be pleased to discuss this with you.

About the company

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