Program Analyst

TSA The Salvation Army TSA; Ottawa; On-site; CAD 43,000 - 45,000; Full time

Benefits offered by this job

Health and dental benefits

Paid vacation and sick time

RRSPs

Flexibility at work

Job summary

The Salvation Army is seeking an Administrative Assistant to support Outreach and Housing Services with a range of office duties, including documentation, scheduling, data entry, and basic bookkeeping. The role requires handling confidential information with care and collaborating across teams.

Proficiency in Office365, strong organizational skills, and a commitment to the mission are essential. Onsite work with potential travel and a supportive benefits program is provided.

Qualifications

• Completion of a formal post-secondary/college program of two academic years.
• Three years of related secretarial or administrative experience preferred.
• Working knowledge of Office365 required.

Responsibilities

• Prepare correspondence, reports, statements, forms, applications, and other documents for management and funders.
• Protect confidential and sensitive employee, client and program files.
• Schedule meetings, prepare agendas, take minutes, and assist in planning events (on/offsite).
• Build and maintain databases (contracts, vouchers, staff travel mileage, etc.).
• Draft and prepare presentations (PowerPoint, invitations, certificates).
• Process receipts, expenditures, and other documents; assist with invoicing and basic bookkeeping.
• Enter data into program databases and upload documents to online trackers.
• Support Outreach team and Housing Services with general administrative tasks.

Skills

Office365

Data entry

Confidentiality

Communication

Teamwork

Education

Post-secondary/college program (2 years)

Tools

Microsoft Office

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.

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.

• Prepare correspondence, reports, statements, forms, applications, and other documents, which would be sent to program management/supervisors and funders
• Ensures the protection of confidential and sensitive employee, client and or program files
• Schedules 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 minutes
• Builds 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 documents
• May perform basic bookkeeping tasks such as preparing invoices
• Support in entering statistical information into program specific, and federally mandated databases
• Responsible for uploading relevant documents onto online trackers, to support in knowledge transformation
• Maintain Street Outreach services schedule, ensuring preplanned and sudden absences are covered
• Assist with other related administrative tasks when required and assigned

CRITICAL RELATIONSHIP MANAGEMENT

• Governance Boards and Councils: None
• Internal: MU’s team members, various leadership and management teams, clients, volunteers as required
• External: Community members & partners, contractors, vendors, donors

Managerial/Technical Leadership RESPONSIBILITY

• This position reports directly to Manager of Outreach and Housing Services
• Does not have formal people management authority
• May show others how to perform certain procedures related to the administrative field and routine undefined

Financial and Materials Management

• Regular responsibility for minor financial matters and for wise use of own resources
• Controls and manages all program Receipts

Working 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 Team

Education and experience Qualifications

• Completion of a formal post-secondary/college program of two academic years
• Alternative combinations of education and experience may be considered

Qualifications and Requirements

• A minimum of 3 years of related secretarial or administrative experience is required
• Working basic knowledge of Office365 is required

Skills 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

Compensation

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.

Benefits

• Health and dental benefits
• Paid vacation and sick time
• RRSP’s
• Flexibility at work

We deeply value the relationships we build in the workplace, as well as the opportunities given to us such as the potential to experience flexibility at work, receive health and dental benefits, paid vacation and sick time, RRSP’s, as well as to expand our skills and advance our careers as together we build a culture of continuous learning and growth.

There is a place for everyone to belong at The Salvation Army.