Administrative Assistant

The Salvation Army in Canada; Winnipeg; On-site; CAD 30,000 - 60,000; Full time

Job summary

The Salvation Army in Canada is seeking an Administrative Assistant to support operations in Winnipeg. The role involves drafting documents, managing office tasks, and maintaining communication with staff and the public. Ideal candidates will have strong interpersonal skills, proficiency in Microsoft Office, and previous administrative experience. This is a full-time position with an hourly pay range reflecting market and experience levels. The organization is committed to fostering a diverse and inclusive workplace.

Qualifications

• Completion of High School Diploma plus specialized courses of up to six months.
• One year of prior related experience including administrative / secretarial experience.

Responsibilities

• Drafts and types correspondence; checks for accuracy.
• Performs general office duties such as answering telephone and directing inquiries.
• Builds and maintains databases.
• Updates social media platforms and website.
• Schedules meetings, prepares agendas, and takes minutes.

Skills

Interpersonal skills

Written communication

Verbal communication

Self-management skills

Confidentiality

Proficiency in Microsoft Word and Office 365

Education

High School Diploma

Job description

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

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.

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 :

• Drafts and types correspondence; checks for accuracy, sorts and prioritizes typing assignments within general guidelines.
• Performs general office duties such as answer telephone and directs enquiries and answers inquiries. Greets and escorts visitors and directs them to the appropriate person(s); files documents electronically or manually; photocopies and distributes materials as requested; sends and receives fax / email material as requested; resolves routine inquiries.
• Builds and maintains databases; maintains input into Salvation Army Management Information System – S.A.M.I.S.
• Drafts and prepares presentations, brochures, flyers, advertisements, invitations, certificates subject to supervisor approval (e.g. power point presentations).
• Updates social media platforms and website, as directed by supervisor.
• Schedules meetings, prepares agendas, and takes minutes; types and circulates minutes.
• Manages board room bookings and sets up board room before and after meetings.
• Schedules or keeps track of shared calendars; may make travel arrangements; changes arrangements and provides reminders including support documentation.
• Opens and distributes incoming mail and processes out-going mail which may be of a confidential nature; receives parcels / packages and distributes to the appropriate person(s) (includes paper mail, email and voice mail)
• May order all stationery supplies and maintains adequate office supplies and other supplies as needed (e.g. kitchen or lunchroom supplies); may maintain postage meter supply; may arrange for maintenance of office equipment.
• May prepare and receives all paperwork for various projects and processes (e.g. community service orders, ministry unit annual review).
• Maintains vehicle binders ensuring bland mileage records are available, removing used mileage records and filing, forwarding gas receipts to the Business Manager. Maintain up to date copies of Drivers’ Licenses and Abstracts for all people that will be driving program vehicles.
• Process TEM and Element statements.
• Prepare routine statistical reports.
• Performs other duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils : None

Internal

• Management and staff, volunteers

External

MANAGERIAL / Technical Leadership RESPONSIBILITY

• Reports directly to Assistant Executive Director
• The incumbent is responsible for his / her own time and effort only.
• May show others how to perform certain procedures.

Financial And Materials Management

• The incumbent is involved in minor financial matters regularly, or on a relief basis, or has responsibility for the wise use of his / her own resources.
• The incumbent may be authorized to spend, disburse, or collect small amounts of cash.
• The incumbent has very little input into the annual budget.

Working Conditions

• Typically, in a general office setting working in generally agreeable conditions, with the following exceptions :
• Monotony.
• Dealing with angry people
• Verbal Abuse
• Frequent interruptions and multitasking
• Temperature variations (i.e. front door opening and closing)
• Equipment and general office noise (people talking, phones ringing)
• The performance of the job requires a continuous amount of sitting, occasionally bending, walking, keyboarding, standing and lifting up to 10 pounds.
• Little to no travel required (TSA program vehicle available as needed)

The job incumbent may be exposed to the risk of minor to moderate injury or illnesses due to the following :

• Potential of physical, verbal and mental abuse within workplace (by participants)
• Potential of exposure to infectious diseases
• Potential of exposure to toxic chemicals
• Potential of exposure to bodily fluids (human waste)
• Potential of sharp and moving objects
• Potential of pressures of timelines
• Potential of objects falling off high shelving
• Potential of slippery or wet surfaces
• Potential of exposure to odours
• Potential of Carpel Tunnel Syndrome

Precautionary Measures

The incumbent must take the following precautionary measures (in addition to health & safety rules) :

• Universal Precautions
• WHMIS Training
• Valid Certification in First Aid / CPR
• Criminal Record Check
• Adult Abuse Registry Check
• Child Abuse Registry Check
• Driver’s Abstract
• Non-Violent Crisis Intervention Training
• Use of protective gloves
• Use of protective masks (as needed)

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 And Experience Qualifications

Education, Qualifications and Certifications :

• Completion of High School Diploma plus specialized courses of up to six months

Experience And Skilled Knowledge Requirements

• One year of prior related experience including administrative / secretarial experience.
• Experience dealing with office equipment

Alternative combinations of education and experience may be considered.

Skills And Capabilities

• Treat the property of The Salvation Army with due care and caution.
• Good interpersonal, written, and verbal communications skills
• Self-management skills to plan, organize, and prioritize tasks with conflicting deadlines.
• Maintain confidentiality
• Professional and service-oriented approach internally and externally
• Proficient in Microsoft Word and Office 365 Suite : Outlook, Word, Excel, PowerPoint, Publisher Must comply with all Salvation Army policies, procedures, and associated legislation.
• Participate in mandatory orientation and annual training as required
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Valid Manitoba Class “5” Driver’s License; an original copy of a current Driver’s Abstract that is satisfactory to The Salvation Army, in its sole discretion is required.
• Provide an original copy of a Background Check screening that is satisfactory to The Salvation Army, in its sole discretion, is required. The screening is secured either through the national Canadian Police Information Centre (CPIC) or through a local police detachment.
• May require screening through The Salvation Army Abuse Registry
• 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 $15.80 to $19.21 with a maximum of $23.05.

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.

Seniority level

Seniority level

Entry level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Non-profit Organization Management

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