Program Analyst

The Salvation Army; Ottawa; On-site; CAD 43,000 - 47,000; Full time

Benefits offered by this job

Health benefits

Job summary

The Salvation Army in Ottawa, Ontario seeks an Administrative Assistant to Outreach and Housing Services. You will provide general admin support, manage correspondence, meetings, and records, and assist in budget-related clerical tasks for outreach programs.

You will handle data entry, file maintenance, and basic bookkeeping, contributing to confidential client and program records while coordinating with teams and external funders.

Qualifications

• Good oral and written communication skills.
• Ability to maintain a high level of confidentiality.
• Good decision-making and organizational skills.
• Strong integrity and professional ethics.

Responsibilities

• Prepare correspondence, reports, forms, applications for program management and funders.
• Schedule meetings, prepare agendas, take minutes, and assist with events.
• Maintain databases and prepare presentations (PowerPoint).
• Process receipts, expenditures, invoices, and basic bookkeeping tasks.
• Enter statistical information into program databases and upload documents to trackers.
• Support street Outreach schedule and assist with other administrative tasks.

Skills

Communication

Confidentiality

Organizational skills

Multitasking

Teamwork

Education

Post-secondary college program (2 years)

Tools

Office365

Job description

Who We AreFor 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 StatementThe 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:The Administrative Assistant to Outreach and Housing services provides general administrative and office support to the Outreach and Housing services Programs.Accountabilities:Prepare correspondence, reports, statements, forms, applications, and other documents, which would be sent to program management/supervisors and fundersEnsures the protection of confidential and sensitive employee, client and or program filesSchedules meetings, prepares agenda, and takes minutes as required; acts as a events planner when required (e.g., meal orders, facility bookings for group meetings on and off site. Assist in preparing meeting agendas, attend meetings, and record minutesBuilds and maintains databases (e.g., contract lists, vouchers, staff travel mileage, etc.)May draft and prepare presentations (including PowerPoint, invitations, certificates.)May sort, process, and verify receipts, expenditures, forms, and other documentsMay perform basic bookkeeping tasks such as preparing invoicesSupport in entering statistical information into program specific, and federally mandated databasesResponsible for uploading relevant documents onto online trackers, to support in knowledge transformationMaintain Street Outreach services schedule, ensuring preplanned and sudden absences are coveredAssist with other related administrative tasks when required and assignedCRITICAL RELATIONSHIP MANAGEMENTThe incumbent conducts routine interactions and provides clarification of informationGovernance Boards and Councils: NoneInternal: MU’s team members, various leadership and management teams, clients, volunteers as requiredExternal: Community members & partners, contractors, vendors, donorsMANAGERIAL/Technical Leadership RESPONSIBILITY:This position reports directly to Manager of Outreach and Housing ServicesDoes not have formal people management authorityMay show others how to perform certain procedures related to the administrative field and routineundefinedFINANCIAL AND MATERIALS MANAGEMENT:Regular responsibility for minor financial matters and for wise use of own resourcesControls and manages all program ReceiptsWORKING CONDITIONS:· Working environment is typically in the office in generally agreeable conditions· May encounter upset/difficult clientele entering the building· Some limited travelling may require· The performance of the job requires frequent data entry, moderate attention when responding to phone inquiries, and detailed eye work· The performance of the job requires frequent keyboarding· Onsite support for Outreach team and Supervisory TeamThe 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:Completion of a formal post-secondary/college program of two academic yearsAlternative combinations of education and experience may be consideredundefinedExperience and Skilled Knowledge RequirementsA minimum of 3 years of related secretarial or administrative experience is requiredWorking basic knowledge of Office365 is requiredSkills and Capabilities:· 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· 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 organization vehicle, a valid driver’s license and clear driver’s abstract is required· Clear Police background check· This position is part of a unionized workplaceCompensation:The target hiring range for this position is $31.75 to $31.75 with a maximum of $31.75.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.