Administrative Assistant

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

Job summary

A community support organization in Salmon Arm is seeking a Secretary/Administrative Assistant to provide administrative support, manage documents, and assist with communication. The ideal candidate should have a high school diploma, strong communication and organizational skills, and two years of related experience. This role has a salary range of $17.85 to $20.43 per hour, depending on experience.

Benefits

Reasonable accommodation upon request

Qualifications

• Two years of related secretarial or administrative experience.
• Ability to multi-task and prioritize responsibilities.
• Strong sense of integrity and professional ethics.

Responsibilities

• Document editing, proofreading, and formatting.
• Scheduling and coordinating meetings.
• Preparing correspondence, reports, and statements.

Skills

Good oral and written communication skills

Ability to maintain confidentiality

Organizational skills

Interpersonal skills

Decision-making skills

Education

Completion of high school diploma

Certified Office Diploma

Tools

Office365

Job description

Who We Are

The Salvation Army has served people in need in communities across Canada and Bermuda for more than 130 years. We help people with necessities such as food, clothing and shelter, and support those experiencing unemployment, addiction and family challenges. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life.

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

Secretary/Administrative Assistant work is focused on supporting individuals, small teams or departments (not the entire office) and includes:

• Document editing, proofreading, formatting, and production
• Data entry and paper/electronic document filing/archiving
• Scheduling/coordinating meetings, diaries, and travel arrangements
• Receiving/relaying telephone messages from internal and external sources

Position purpose summary

The role provides general administrative support for the day-to-day operations.

Accountabilities

The incumbent may perform all, some, or a similar range of duties.

• Respond to telephone, in-person or electronic inquiries or forward to the appropriate person
• Prepare correspondence, reports, statements, forms, applications, and other documents
• Process incoming and outgoing mail, manually or electronically
• Photocopy and collate documents for distribution, mailing and filing
• Send and receive messages and documents using fax or electronic mail
• Maintain inventory of office supplies, order supplies as required and arrange for servicing of office equipment
• Assist in preparing meeting agendas, attend meetings, and record minutes
• Assist with administrative procedures within MU or department
• May draft and prepare presentations (including PowerPoint, invitations, certificates)
• May sort, process, and verify receipts, expenditures, forms, and other documents
• May perform basic bookkeeping tasks such as preparing invoices and bank deposits
• Scan, sort and file documents according to established guidelines
• Assist with other related administrative tasks when required
• Perform other work-related duties as assigned

Critical Relationship Management

The incumbent conducts routine interactions and provides clarification of information.

Internal: MU’s team members, leadership and management teams, clients, volunteers as required. External: Community members, partners, contractors, vendors, donors.

Managerial/Technical Responsibilities

Reports directly to the Community Ministries Director. Direct reports: none. May show others how to perform certain procedures.

Financial and Material Management

• Regular responsibility for minor financial matters and for wise use of own resources. May be authorized to handle small amounts of cash. Little input to annual budget or revenue projections.
• Authorized to spend, disburse, or collect small amounts of cash
• Receipts all donations using software if required
• The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, upholding our code of conduct

Working Conditions

• Office environment with generally agreeable conditions
• May encounter upset/difficult individuals entering the building
• Some travel may be required

Education, Experience and Qualifications

• Willingness to develop an understanding and support for The Salvation Army’s mission in Canada and its implications for position responsibilities
• Work in compliance with OH&S Act and Regulations and abide by health and safety policies
• Alternative combination of education and experience may be considered
• Education, Qualifications and Certifications: Completion of high school diploma; other combinations may be considered
• Certified Office Diploma is an asset
• Two years of related secretarial or administrative experience
• Working basic knowledge of Office365
• Good oral and written communication skills
• Ability to maintain a high level of confidentiality
• Good decision-making and organizational skills
• Strong sense of integrity and professional ethics
• Ability to multi-task and prioritize responsibilities
• Good interpersonal skills and excellent organizational skills
• Able to work cooperatively in a team
• Ability to lift/move up to 20 lbs occasionally
• If travel is required, valid driver’s license and clean driving abstract
• Ability and willingness to undergo applicable screening and background checks satisfactorily to The Salvation Army

Compensation

The target hiring range for this position is $17.85 to $20.43 with a maximum of $24.52. Placement in the salary range will be based on 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.