Administrative Assistant

The Salvation Army; Kingston; On-site; CAD 30,000 - 60,000; Full time

Job summary

The Salvation Army is seeking a Receptionist to join their Community and Family Services team in Kingston. This full-time role involves administrative support, managing client interactions, and ensuring an organized office environment. The ideal candidate will have strong communication and multitasking skills, along with relevant qualifications and experience in community services. Join a team dedicated to helping those in need and make a positive impact in your community.

Qualifications

• Minimum one year of experience in community-based programs.
• Valid Ontario Class 'G' Driver's License required.
• Ability to work with diverse populations.

Responsibilities

• Provide administrative support to the Director of Community and Family Services.
• Manage client data in Link2Feed and maintain inventories.
• Greet clients and manage appointments.

Skills

Multi-tasking

Communication

Problem Solving

Organizational Skills

Interpersonal Skills

Confidentiality

Education

Business Administration certificate

First Aid & CPR Certification

Bilingual in English and French

Non-Violent Crisis Intervention Certification

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 reception position is an integral part of the Community and Family Services team and is the first point of contact for people who access our services.

ACCOUNTABILITIES: Administrative Support

• Provide administrative support to the Director and various programs under Community and Family Services which include drafting and typing correspondence, check typing for accuracy, sorting and prioritizing assignments withing general guidelines
• Request quotes or set up onsite building or maintenance appointments as directed
• Maintain Link2Feed client data System, entering client information
• Generate reports, client satisfaction surveys and evaluations, compiling information as required
• Provide general direction to office admin placement students
• Take, type and distribute minutes of staff meetings; forwarding minutes to director for review prior to sending out to staff
• Assist with Christmas mailing appeal preparation, processing deposits
• Ensure volunteer files are kept up to date and contain all necessary paperwork and training certificates
• Maintain CFS fixed asset inventory; updates and reviews are completed annually
• Maintain and update Key log, ensuring adequate supply of CFS keys; having keys cut as required
• Participate in accreditation readiness as required
• Collect, sort, distribute, or prepare mail, messages, or courier deliveries

General Office Duties

• Answer, screen or forward calls or messages; provide information and schedule appointments
• Greet people entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations, ensuring guest sign in/out
• Ensure employees and volunteers sign in/out at the beginning and end of the day
• Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided
• Schedule client appointments as directed
• Change phone greetings when required i.e., Changes to program, service interruptions etc.
• Create, place and take down door signage for direct service interruptions or notices
• Maintain CFS Calendar of events along with bulletin boards ensuring accurate and current information
• Monitor and maintain an adequate stock level of office supplies; order photocopier supplies, and request pick up of empty toner casings
• Upon receipt of stock delivery, verify merchandise with packing slip prior to filing
• Update, print and send out various CFS brochures, meals in the community, etc. ensuring staff offices have the most current information (remove any outdated brochures)
• Maintain Reception binder and update as required
• General tidiness of the office admin area including file room, supply cupboards and shelving units, photocopy room, office shredder, client waiting area; ensuring blinds/windows are open and closed at the beginning and end of each workday
• Photocopy various documents as required
• Ensure adequate supply of Client Comment Cards and Prayer Request Cards are available in the waiting room; forward completed cards to the director at the end of each week

Health & Safety

• Ensure that the work area is maintained regarding appearance, condition and safety as recommended by Public Health etc.
• Work in compliance with the OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures

Perform other position related duties as required.

WORKING CONDITIONS:

• This is a Full-time position based on 35 hours per week.
• Working environment is typically in the office in generally agreeable conditions
• Ability to lift/move up to 25 pounds
• This job requires sitting and standing
• May require minimum travel

EDUCATION, EXPERIENCE AND QUALIFICATIONS:

• Business Administration certificate and a minimum of one (1) year of prior related experience working in community-based programs would be a definite asset
• First Aid & CPR Certification
• Bilingual in English and French an asset
• Non-Violent Crisis Intervention Certification would be an asset
• Valid Ontario Class “G” Driver’s License; access to personal vehicle and a current copy of a Driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required
• May require screening through The Salvation Army Abuse Registry.

Skills and Capabilities:

• Ability to multi-task in a fast-paced environment
• Able to work with a diverse population including those experiencing homelessness, addiction and mental health
• Strong verbal and written communication skills
• Attention to detail, problem solving and analytical skills
• Proficient in Microsoft Office with above average skills in Excel, One Drive and One Note
• Good organizational and interpersonal skills
• Able to work independently as well as cooperatively in a team setting
• Represent the organization in a professional and engaging manner
• Proficient with email and internet-based programs and solid computer technical knowledge
• Ability to accept direction when required
• Maintain confidentiality
• Understanding and knowledge of community resources an asset
• Ability 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 as required
• 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 $17.20 to $20.64 with a maximum of $24.77.

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.