Administrative Assistant

The Salvation Army in Canada; Ottawa; On-site; CAD 60,000 - 80,000; Part time

Job summary

A well-known charitable organization in Ottawa is seeking a dedicated Administrative Assistant to perform various administrative duties. The role involves managing office functions, supporting financial activities, and assisting community services. Ideal candidates will have strong organizational skills and a minimum of 2-3 years administrative experience. This part-time position offers a target hiring range of $17.61 to $22.01 per hour, with potential increases during peak seasons.

Qualifications

• Minimum 2-3 years of secretarial/administrative experience.
• Valid Ontario Class G Driver’s License.
• Ability to work independently and as part of a team.

Responsibilities

• Perform general office duties including answering inquiries and greeting visitors.
• Draft and type correspondence and prepare reports.
• Assist with finance tasks such as bank deposits and invoice processing.

Skills

Time management

Organizational skills

Interpersonal skills

Effective communication

Education

High School Diploma

Certified Office Diploma

Tools

Microsoft Office 365

Job description

Overview

Join to apply for the Administrative Assistant role at The Salvation Army in Canada.

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.

Note: The original text uses bold for sections and emphasis; this has been preserved using where applicable.

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 performs a variety of administrative duties for Ottawa Barrhaven Church.

Responsibilities

• General Administration
• Perform general office duties such as answering and screening telephone inquiries, greeting and escorting visitors, filing documents electronically or manually, photocopying and distributing materials, and sending / receiving fax or email material; resolve routine inquiries.
• Draft and type correspondence or generate reports; check accuracy; research and respond to difficult inquiries on behalf of the corps officers.
• Prepare church bulletins, presentations, brochures, fliers, advertisements, invitations, certificates; subject to Corps Officer approval.
• Input statistical information using SAMIS Software and send completed forms monthly to DHQ; follow up with staff as needed.
• Handle and protect extremely confidential and sensitive employee / officer and / or program files.
• Schedule meetings, prepare agendas, type and circulate minutes; keep track of the Corps Officers’ calendars.
• Open and distribute incoming mail and process outgoing mail; receive parcels and distribute to the appropriate persons.
• Order stationery supplies and maintain adequate office supplies; maintain postage stamp supply; arrange for maintenance of office equipment.
• Develop social media advertising through available programs.
• Provide administrative support to the Christmas Kettle Ministry (e.g., recording to Kettle System).
• Keep the supply room neat and organized and order supplies as required.
• File documents manually / electronically for all departments, photocopy and distribute materials as requested, email materials as needed.
• Assist with maintenance of buildings and vehicles; oversee routine maintenance issues and obtain property maintenance quotes as required.

• Finance
• Assist with weekly bank deposits including member contributions, food bank and kettle donations; make deposits.
• Prepare donation tax receipts in Shelby as requested by Corps Leader; file / maintain reports in a secure location and maintain financial mail-out data.
• Prepare a detailed list of all gift cards with documentation of use; maintain a log and reconcile gift cards monthly.
• Review and process invoices for payment; code corrections if required; process reimbursements, cheques, and internal transfers.
• Process Business World for staff and related ministry vehicles; track leases and insurances.
• Maintain records of leases and insurances.

• Community & Family Services
• Assist with Community & Family Services programs such as Christmas Assistance, Winter Coat Drive, Backpacks & School Supplies Drive, Camps, Ladies Group, and other programs.
• Enter information in Link2Feed data records.
• Assist clients as required with needs such as food bags and thrift store vouchers as instructed by the Community and Family Services Coordinator.

Other position related duties

• Financial and Material Management
• Involved in minor financial matters; authorized to spend / disburse small cash and provide input on supplies / equipment purchases related to the role.
• Maintain the supply room and emergency provisions for homeless clients.
• Ensure secure storage of gift cards until distribution.
• Oversee petty cash.

Working Conditions

• Regular part-time position based on 25 hours per week.
• Typically in an office environment with little travel; generally comfortable conditions.
• Occasional interaction with individuals in varying living situations a few times per week.
• May involve lifting up to 20 lbs.
• Travel may be required (approximately 5–10%) for bank deposits; use of Salvation Army program vehicle when available.

Education, Experience and Qualifications

• High School Diploma required.
• Valid Ontario Class G Driver’s License; acceptable driver’s abstract as required.
• Certified Office Diploma is an asset.
• Minimum 2-3 years of secretarial / administrative experience; strong working knowledge of Microsoft Office 365; ability to learn quickly.

Normal hours of work : Monday to Friday, 9 : 00 a.m. to 2 : 30 p.m. with a 30-minute unpaid meal break. Seasonal increase up to 35 hours per week during last two weeks of November, December, and first two weeks of January.

Standards and Compliance

All responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values and in a professional manner, upholding our code of conduct.

Experience and Knowledge

• Minimum 2-3 years’ secretarial / administrative experience.
• Proficient in Microsoft Office 365.
• Ability to learn quickly.

Skills and Capabilities

• Strong time management, organizational, and multitasking skills.
• Good interpersonal skills and sound judgment.
• Ability to work independently and as part of a team.
• Effective written and oral communication; ability to follow and implement Salvation Army standards, policies and procedures.
• Strong integrity and confidentiality; professional ethics and fairness.
• Willingness to undergo screening / background checks as required.
• Support for the mission and purpose of The Salvation Army in Canada.

Compensation

The target hiring range is $17.61 to $22.01, with a maximum of $26.41. Placement within the range depends on market conditions, internal equity, and candidate experience, skills and qualifications. Reasonable accommodations are available upon request; please email [e-mail].

Seniority level

• Entry level

Employment type

• Part-time

Job function

• Administrative
• Industries : Non-profit Organization Management

Referrals increase your chances of interviewing at The Salvation Army in Canada. Get notified about new Administrative Assistant jobs in Ottawa, Ontario, Canada.