Administrative Assistant

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

Job summary

A charitable organization based in Ontario is seeking an Administrative Assistant to coordinate secretarial and administrative duties. The ideal candidate will have experience in similar roles, proficiency in Microsoft Office, and ensure confidential handling of sensitive information. This full-time role includes responsibilities in finance, general administration, and seasonal program support, with a competitive salary range based on experience.

Qualifications

• Minimum of two years of experience in administrative or secretarial roles.
• Some payroll experience in UltiPro is an asset.
• Valid Ontario Class 'G' Driver's License is required.

Responsibilities

• Coordinate all secretarial and administrative duties.
• Handle confidential files and correspondence.
• Maintain database and track calendars.

Skills

Attention to detail

Problem solving

Proficiency in Microsoft Office

Exceptional organizational skills

Strong communication skills

Education

Business Administration Certificate

Accounting Diploma

Tools

UltiPro

Microsoft Office

Job description

Overview

The Salvation Army has served people in need in Canada and Bermuda for more than 130 years, providing necessities such as food, clothing and shelter. The organization supports people experiencing unemployment, addiction and family challenges and pursues its mission, vision and values of hope, service, dignity and stewardship. This is a faith- and values-based organization that hires and serves people of all backgrounds.

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 position leads and coordinates all secretarial and administrative duties in the ministry unit.

Accountabilities

General Administration

• Perform general office duties such as answering and screening telephone calls, directing inquiries, greeting and escorting visitors, filing documents electronically or manually, photocopying and distributing materials, and sending and receiving fax/email material; resolve routine inquiries.
• Draft and type correspondences or generate reports (e.g., letters dealing with administrative issues, dictation, acknowledgements); check typing for accuracy; research and respond to difficult inquiries on behalf of the corps officers.
• Handle and ensure the protection of extremely confidential and sensitive employee/officer and/or program files.
• Draft and distribute thank you letters to volunteers and donors.
• Assist with the preparation for the Annual Ministry Unit Review.
• Maintain database (e.g., volunteer information, contact lists, inventory, hours worked); may input data into The Salvation Army Management Information System – S.A.M.I.S.
• Draft and prepare church bulletins, presentations, brochures, fliers, advertisements, invitations, certificates subject to Corps Officer approval (e.g., PowerPoint presentations).
• Schedule meetings, prepare agendas, type and circulate minutes.
• Keep track of the Corps Officers’ calendars.
• Enter staff hours in UltiPro.
• Open and distribute incoming mail and process outgoing mail including materials of a confidential nature; receive parcels and distribute to appropriate persons.
• Order stationery supplies and maintain adequate office supplies; maintain the postage machine and arrange for maintenance of office equipment.
• Answer CFS phone and make appointments for the Foodbank.

Finance

• Ensure that all financial information is input to the proper accounts following SA policy and procedures.
• Verify payables and process entries to Business World and TEM (invoices, payment vouchers, element statements, Visa statements, etc.).
• Issue donor receipts for income tax purposes and maintain knowledge of CRA rules.
• Ensure all monies received are receipted and timely deposits are made; input donations and member contributions in Shelby.
• Serve as custodian of gift cards, ensuring journal entries are made and inventory is verified; track receipt and use of gift cards.
• Assist with annual budget preparation and file statements; ensure MU leaders have reviewed and signed off where applicable.

Seasonal Administration

• Kettles: support the kettle coordinator by contacting kettle location businesses, obtaining insurance certificates, organizing counters, making deposits, recording in SA Kettle System, and ordering Volunteer Scheduler Pro; record Tip Tap donations.
• Assist with seasonal programs such as Christmas Kettles and other Community and Family Service programs as directed; ensure bank ministry objectives are accomplished.
• Manage Christmas letter campaign timelines and prepare letters; coordinate with printing house.
• Assist with hamper distribution as needed.
• Attend and take minutes for Christmas/Kettle meetings; distribute minutes promptly.
• Prepare the annual Christmas Report in an accurate and timely manner.

Perform other related duties as required.

Working Conditions

• This is a permanent full-time position based on 40 hours per week.
• Flexibility in scheduling is required and will vary.
• The work environment is typically in a general office setting with generally agreeable conditions.
• Job requires computer use, seated work for periods, and lifting up to 10 pounds.
• Some travel up to 5% may be required for bank deposits and related tasks.

Normal hours of work: Some flexibility in scheduling is required; hours and schedule may vary according to responsibilities and in consultation with your supervisor.

Code of Conduct 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, Qualifications and Certifications

• Completed up to two (2) years of Community College, preferably a Business Administration Certificate and/or an Accounting Diploma.

Experience and Skills

• Minimum of two (2) years of prior related experience in administrative, senior administrative or secretarial roles.
• Some payroll experience in UltiPro would be an asset.
• Experience with office equipment and tools.
• Valid Ontario Class “G” Driver’s License; personal vehicle and insurance required.

Alternative combinations of education and experience may be considered.

Skills and Capabilities

• Attention to detail, problem solving and analytical skills.
• Self-motivated and disciplined.
• Proficiency in Microsoft Office (Word, Excel, Publisher, PowerPoint) and office equipment.
• Lead by example, with strong work ethic and flexibility in change.
• Maintain information confidentially and exercise good judgement.
• Ability to work in a fast-paced environment with accuracy and timely follow-up.
• Exceptional organizational, prioritizing and time management skills to handle multiple priorities with minimal supervision.
• Ability to work independently and as part of a team.
• Excellent interpersonal skills, integrity and adaptability.
• Strong listening, verbal and written communication; respect for authority.
• Able to interact with the public in a consultative, diplomatic and tactful manner.
• Work in compliance with OH&S Act and Salvation Army health and safety policies.
• Maintain a positive, professional and engaging representation of the organization.
• Willingness to undergo required screening and background checks (e.g., the Salvation Army Abuse Registry) and provide an original Background Check if requested.
• Willingness to develop understanding and support for The Salvation Army mission in Canada and its implications for the position.

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.

The Salvation Army will provide reasonable accommodation upon request. Please email the confirmation email placeholder to request accommodations.