Administrative Assistant/Kettle Coordinator

The Salvation Army International; Parksville; On-site; CAD 28,000 - 41,000; Part time

Job summary

The Salvation Army International in Canada is seeking an Administrative Assistant to support the Administration Department at Mount Arrowsmith. The role covers front desk duties, document handling, and back-up support, while coordinating logistics for MU events such as food drives and fundraisers.

Strong communication and confidentiality are essential as you maintain records, schedules, and donor information, and assist with various admin tasks.

Qualifications

• Two years of related secretarial/administrative or customer-service experience is required.
• Completion or working towards a two-year post-secondary program in a relevant field.
• Emergency First Aid with CPR Level A or C or willingness to complete it.

Responsibilities

• Direct front desk duties, answer phones, screen inquiries and route messages.
• Prepare correspondence, agendas, minutes and maintain electronic or manual filing systems.
• Coordinate logistics for ministry events, including food drives and fundraisers.
• Maintain logs and databases (employees hours, donors, vehicle and property records).
• Support operations and grant reporting as needed and provide back-up coverage when required.

Skills

Communication skills

Confidentiality

Organizational skills

Multi-tasking

Teamwork

Education

Post-secondary (2 years) in relevant field

Emergency First Aid with CPR Level A/C

Tools

Office365

Job description

**Job Description:****POSITION PURPOSE SUMMARY:**Reporting directly to the Administration Department at Mount Arrowsmith, the Administrative Assistant will handle front desk duties, provide administrative support and back-up support, and coordinate the logistics for the MU events including food drives and fundraisings, ensuring smooth operations and exceptional service within The Salvation Army. **ACCOUNTABILITIES:*** Performs general office duties such as answering and screening the telephone, booking appointments for service providers, directing inquiries, filing documents electronically or manually, photocopying and distributing materials as requested, and sending and receiving fax/email material as requested; resolves routine inquiries.* Checks phone and email messages upon arrival and throughout the day, distribute to recipients or address questions or requests, as appropriate.* Supports administration inquiries/issues, electronic filing, records management.* Assists with arrangement for maintenance of equipment, vehicles, property issues, contacts service providers and schedules maintenance, etc.* Updates contact information for all service providers, community partners, churches, etc. and distributes information to departments.* Maintains the logs of keys and security codes/words to all Ministry Unit’s departments users up to date; communicates with the alarm company to update the list of users.* Maintains the database with the updated information on Ministry Unit vehicles including vehicle maintenance calendar (mileage log files, insurance, maintenance log, vehicle inspection reports, assigned drivers log, etc.)* Maintains the database with updated information on Ministry Unit properties including property service management calendar (property maintenance log, lease contracts, services contracts, etc.)* Builds and maintains databases/logs (e.g. employee hours worked, emergency contact lists, contact lists; Church members contact list; inventory list; tax receipting log; disbursements log; gift-in-kind log; gift cards log; safe log; property leases log; property management/building log; equipment service log; assigned computers/phones log; supplies order list and invoice log in absence of Operations Admin Coordinator, etc.)* Assists with handling and ensuring the protection of extremely confidential and sensitive employees, Corps Officers, client and/or program files/information.* Drafts and prepares correspondence, presentations, brochures, flyers, advertisements, invitations, ministry unit’s newsletter, certificates subject to supervisory approval (e.g., PowerPoint presentations).* Schedules meetings, prepares agendas, and takes minutes; types and circulates minutes.* Provides reminders for the admin team regarding scheduled events, deadlines, including support documentation.* In absence of Operations Admin Coordinator ensures the completion of various errands such as post office, banking, deliveries and supply pick-up.* Assists Operations Admin Coordinator with opening and distribution of in-coming mail; receiving parcel(s) and distributing to the appropriate person(s).* In shortage of TS management staff assists TS Manager/Supervisor in completion and filing of weekly sales reports.* Assists CMD in updating the Ministry Unit Manuals with revised policies; keeps electronic records of policies and procedures.* In absence of Operations Admin Coordinator greets, assists, and escorts visitors in the reception area.* In absence of Operations Admin Coordinator accepts donations from the public, processes donations over the phone, monthly donors, etc.* Liaises with donors in a pleasant manner through phone and email regarding donations and tax receipting.* Ensures that all donations including monetary donations are recorded in the remittance log, and a temporary receipt is issued.* Prepares the tax receipts for customers/donors, updates tax receipt log.* In absence of Operations Admin Coordinator or Corps Officer assists with bank deposits and deposits on a timely basis according to the policies and procedures; submits reports to accounting center.* Records Church tithes in SalesForce weekly; records monthly donors in SalesForce monthly* Keeps record of gift cards; updates gift card logs timely; submits log and reconciliation form to accounting center monthly.* Records statistics for weights of Food Bank donated food, TS vouchers, Healthy Babies program.* Create posters/signage to communicate information to the staff and clients.* In absence of Operations Admin Coordinator receives, tracks, and processes all accounts payable, records the invoices in the invoice log.* Supports all grant reporting requests as needed (Food Banks grants, Hecht Fund, etc.)* Provides backup support/relief coverage for the Operations Admin Coordinator and Volunteer & Communication Coordinator during absences, which may include checking emails and voice messages, answering or directing queries, troubleshooting issues, seeking guidance from other team members.* May provide secondary administrative support to Children/Youth Ministry during summer camp season (processes camp applications and the requests for financial assistance; organizes and escorts children to/from summer camps)* May aid CMD, Corps Officers, Volunteer & Communications Coordinator with special projects, such as accreditations, audits, Ministry Unit reviews, fairs, etc. Organizes and manages mail appeal and kettle fundraising campaign:* Cooperates with Volunteer & Communications Coordinator on Christmas Campaign Fundraising projects* Participates in Volunteer Fairs* Recruits kettle volunteers* Schedules kettle shifts in SalesForce volunteer management system* Travels to kettle locations and fills the shift in absence of a volunteer* Coordinates mail appeal* Performs other duties as assigned according to Kettle Campaign task list.* Performs other administrative duties as assigned. **WORKING CONDITIONS:*** **Part-time regular job, 30 hours per week with gradual increase up to 35-40 hours per week beginning November 15 – December 31.*** Normal hours of work are between 8:00 AM to 2:30 PM (30’ unpaid break) Monday through Friday, Tuesday through Saturday in November-December* Typical working location for this position – at the office located at Admin Department; may require working at the Food Bank location during summer camps registration or Thrift Store.* Travel requirements for this position – up to 20% travel. The incumbent required to travel to MU locations occasionally.* May be faced with dealing with aggressive and/or disruptive clients or visitors.* The performance of the job requires data entry, moderate attention when responding to phone inquiries, and detailed eye work.* The performance of the job requires keyboarding, lifting boxes and a moderate amount of setting up displays and packing kits.* The job incumbent may be exposed to the risk of minor harm, injury, or illness due to:* Exposure to infectious diseases* Environmental Conditions* Driving **EDUCATION, EXPERIENCE AND QUALIFICATIONS:**Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities. Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures. ## Education, Qualifications and Certifications:* Completion or working towards a formal post-secondary/college/university program of two academic years in either, social services, business, economics, administration, and equivalent work experience.* Emergency First Aid certification with Level A or C CPR from an approved training provider or willingness to complete it if required. ## Experience and Knowledge:* A minimum of two years of general related experience.* An alternative combination of education and experience might be considered.* 2 years of related secretarial, administrative, or customer service experience is required.* Working knowledge of Office365 is required. ## Skills and Capabilities:* Good oral and written communication skills.* Ability to maintain a high level of confidentiality.* Good decision-making and organizational skills.* Ability to work cooperatively in a team setting.* Attention to detail.* Ability to multi-task and prioritize responsibilities (i.e., good judgement).* Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.* Ability to lift/move weights of up to 20 lbs. occasionally.* If limited travelling is required using organizational or personal vehicle, a valid driver’s license and clear driver’s abstract is required.* Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.**Compensation:**The target hiring range for this position is $20.09 to $25.11 with a maximum of $30.13.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.