Administrative Assistant

The Salvation Army Canada and Bermuda Territory; Windsor; On-site; CAD 42,000 - 53,000; Full time

Benefits offered by this job

Accommodation upon request

Job summary

The Salvation Army Canada and Bermuda Territory is seeking a full-time Administrative Assistant for the Windsor Centre of Hope, Ontario. The role supports general office functions, accounting-related tasks, and HR record-keeping while upholding the organization’s mission and privacy standards.

Responsibilities include coordinating communications, maintaining files, processing invoices and donations, and assisting in accreditation preparations.

Qualifications

• Completion of a Community College program, preferably the completion of a diploma or certificate in accounting and/ or Business Administration.
• Good knowledge and skills of using online software programs, and IT problem solving skills.
• Professional working experience of using Microsoft Office products is required, i.e. Word, Excell, PowerPoint, Publisher, Outlook email, Teams, Microsoft 365, and Adobe Acrobat, etc.

Responsibilities

• General office duties such as answering telephone calls, direct and/or answering inquiries; filing documents electronically or manually; photocopying materials as requested; and resolving routine inquiries.
• Schedule meetings, prepare/distribute agendas; type and circulate minutes.
• Maintain confidentiality and keep accurate employee personnel files, and statistical reports.
• Compile, type, and maintain policies, procedures, and manuals as needed.

Skills

Microsoft Office

Administrative support

Communication skills

Attention to detail

Education

Community College diploma or certificate in accounting or Business Administration

Tools

Microsoft 365

Adobe Acrobat

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:

Service Responsibilities:

• General office duties such as answering telephone calls, direct and/or answering inquiries; filing documents electronically or manually; photocopying materials as requested; and resolving routine inquiries.
• Schedule meetings, prepare/distribute agendas; type and circulate minutes.
• Maintain confidentiality and keep accurate employee personnel files, and statistical reports.
• Compile, type, and maintain policies, procedures, and manuals as needed.
• Draft and type correspondence, presentations, brochures; fliers and generates reports.
• Process out-going mail including courier parcels and materials of a confidential nature; receive parcels and distributes to the appropriate persons; follow procedure to process mail opening.
• Provide information to management members when inquired.
• Maintain adequate office supplies and other supplies as directed; maintain supply of postage stamps, arrange for maintenance of office equipment.
• Assist in the preparation for accreditation and other reviews, and follow-up.

Business and Financial

• Opening safe, matching all the money in the safe, ensure all monies received are deposited in time. Sending required bank deposit financial documents to the regional accounting center for processing.
• Acting as a custodian of petty cash.
• Maintain an accurate record of all monetary donations, complete donor receipts for income tax purposes, and send acknowledgement letters.
• Maintain current inventory list; ensure that a yearly inventory is completed for adequate insurance coverage.
• Coding and forwarding invoices to the regional accounting center for payment, when needed.

Human Resources

• Manage all employees’ personnel files in compliance with applicable Salvation Army and legislative requirements. Ensuring that employee files are current, up-to-date, and securely stored.
• Acting as Centre’s timekeeper to utilize information from employee timesheets, input working hours in a timely and accurate manner in the Workday system for Manager approval.

This position description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities of the incumbent. Perform other position related duties as required.

Organizational Responsibilities:

• Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.
• Maintain information in confidential as required. Ensure that all information about residents, clients, staff, visitors, and volunteers is strictly confidential.
• Participate as an active and responsible team member in all work groups through which position responsibilities are achieved.
• Represent the organization in a professional and engaging manner and assist personnel whom the position supports in developing those skills as required.
• Participate in probationary and annual performance appraisal process.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Participate in ongoing professional development and attend/maintain all mandatory training.

CRITICAL RELATIONSHIP MANAGEMENT

Internal relationships:

• Direct Supervisor, other management members, staff, volunteers, and residents.
• Participate in regular performance review and/or staff meetings to review operational effectiveness.

External relationships:

• Donors and community members.

MANAGERIAL/Technical Leadership RESPONSIBILITY:

• This position reports directly to the Business Director or designates.

FINANCIAL AND MATERIALS MANAGEMENT:

• Has responsibility for the receipt, record and deposit of donation revenue and service fees. Hand petty cash money.

WORKING CONDITIONS:

• Normal hours of work – This is a full-time position, 35 hours per week, Monday to Friday. Detail work schedule will be discussed on hiring. Due to working environment, flexibility is required for changes as needed.
• Normal location of work is at Windsor Centre of Hope, 355 Church Street, Windsor, ON N9A 7G9.

The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, exemplifying Christian standards of conduct.

Education, Qualifications and Certifications:

• Completion of a Community College program, preferably the completion of a diploma or certificate in accounting and/or Business Administration.
• Valid Ontario Class “G2” or “G” Driver’s License, a current copy of a driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.

Experience and Skilled Knowledge Requirements:

• Minimum of three (2) years of prior related experience and working knowledge in administrative experience, general accounting and payroll experience.
• Professional working experience of using Microsoft Office products is required, i.e. Word, Excell, PowerPoint, Publisher, Outlook email, Teams, Microsoft 365, and Adobe Acrobat, etc.
• Good knowledge and skills of using online software programs, and IT problem solving skills.

Skills and Capabilities:

• Self-motivated, flexible, disciplined and able to work independently with minimal supervision, and participate as an active and responsible team member in a cooperative team environment.
• Ability to learn, adapt, and utilize technology and processes quickly.
• Ability to maintain a high level of accuracy and confidentiality, attention to detail, problem solving and analytical skills.
• Ability to prioritize, time management skills to effectively handle multiple priorities and meet competing deadlines.
• Must have strong interpersonal and communication skills (written/oral), good listening skills, and an ability to work cooperatively with director team members, and program managers.
• Ability to clearly and concisely compose/proofread/edit documents such as letters, memos and e-mail.
• Understand ethical behaviour and business practices and ensure that own behaviour is consistent with these standards and aligns with the values of the organization.
• Ability to exercise good judgement.
• Excellent interpersonal skills, integrity, and adaptability.Ability to lift/move up to 20 lbs.
• Support for and an understanding of the mission and purpose of The Salvation Army in Canada.

NOTE: Alternative combinations of education and experience may be considered.

Compensation:

The target hiring range for this position is $42,042.00 to $52,561.60 with a maximum of $63,063.00.

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.