Administrative Financial Assistant

The Salvation Army in Canada; Penticton; On-site; CAD 28,000 - 42,000; Full time

Job summary

The Salvation Army in Canada is seeking a Secretary/Administrative Assistant to support individuals, small teams or departments with document editing, data entry, scheduling and travel arrangements.

You will provide general administrative support, perform basic bookkeeping tasks, process donations, and assist with reports and month-end activities, while upholding confidentiality and our mission.

Qualifications

• Completion of high school diploma; alternative combinations may be considered.
• Two years of related secretarial, administrative, banking or bookkeeping experience required.
• Working basic knowledge of Office365 is required.
• Compliance with OH&S policies and health and safety procedures.

Responsibilities

• Prepare correspondence, reports, statements, forms, applications, and other documents.
• Receive incoming mail pertaining to donations and process mail.
• Photocopy and collate documents for distribution, mailing and filing.
• Send and receive messages and documents using fax or email.
• Attend meetings and provide reports as directed by supervisor.
• Assist with administrative procedures within MU or department.
• Process receipts, expenditures and other documents; basic bookkeeping tasks.
• Maintain financial records and assist with audits and compliance.
• Prepare bank deposits and reconcile financials; charity tax receipts.

Skills

Communication skills

Confidentiality

Organizational skills

Multi-tasking

Interpersonal skills

Education

High school diploma

Office administration diploma

Tools

Office365

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.

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

Position Purpose summary:

Secretary/Administrative Assistant work is focused on supporting individuals, small teams or departments (vs. the entire office) including:

• Document editing, proofing, formatting, and production
• Data entry and paper/electronic document filing/archiving
• Scheduling/coordinating meetings, diaries, and travel arrangements

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

Accountabilities

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

• Prepare correspondence, reports, statements, forms, applications, and other documents.
• Receive incoming mail pertaining to donations. Going to the Canada Post to process mail.
• Photocopy and collate documents for distribution, mailing and filing.
• Send and receive messages and documents using fax machine or electronic mail.
• Attend meetings and give reports as directed by supervisor.
• Assist with administrative procedures within MU or department.
• May sort, process, and verify receipts, expenditures, forms, and other documents.
• Will 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.

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.
• Authorized to spend, disburse, or collect small amounts of cash.
• Receipts all donations using software as provided.
• Perform daily accounting functions, including recording and reconciling financial transactions.
• Prepare and process bank deposits in a timely and accurate manner.
• Maintain bookkeeping records and ensure financial documentation is up to date.
• Prepare and issue charitable tax receipts in accordance with organizational requirements.
• Manage and track gift card inventory, distribution, and records.
• Administer petty cash, including reconciliation and reporting.
• Count, record, reconcile, and deposit kettle campaign funds.
• Prepare thrift store summary reports and other financial reports as required.
• Support month-end financial reconciliation and reporting activities.
• Maintain accurate financial records and assist with audits and compliance requirements.

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

• Working environment is typically in the office in generally agreeable conditions.
• May encounter upset/difficult clientele entering the building.
• Some limited travelling will be required.

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 of high school diploma. Alternative combinations of education and experience may be considered.
• Certified Office Diploma is an asset. Experience and Knowledge:
• Two years of related secretarial, administrative, banking or book keeping experience is required.
• Working basic 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.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Ability to multi-task and prioritize responsibilities (i.e., good judgement).
• Good interpersonal skills.
• Excellent organizational skills and sound judgment.
• Able to work cooperatively in a team setting.
• 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.
• First Aid would be an asset
• Non violent crises course would be an asset

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.