Program Analyst

The Salvation Army Canada and Bermuda Territory; Ottawa; On-site; CAD 64,000 - 68,000; Full time

Job summary

The Salvation Army Canada and Bermuda Territory is seeking an Administrative Assistant to Outreach and Housing Services. You will provide general administrative support, maintain confidential records, and assist with meetings, databases, and reporting.

You will handle data entry, basic bookkeeping tasks, and entry of information into program trackers, supporting the Outreach and Housing Services programs on site in Ottawa.

Qualifications

• Completion of a formal post-secondary/college program of two academic years.
• Alternative combinations of education and experience may be considered.
• Clear Police background check noted; unionized workplace.

Responsibilities

• Prepare correspondence, reports and documents for management and funders.
• Maintain confidential files and manage databases and vouchers.
• Schedule meetings, prepare agendas, take minutes and assist with event planning.
• Process receipts and basic bookkeeping tasks as required.
• Enter data into program databases and upload documents to trackers.

Skills

Confidentiality

Organizational skills

Communication

Multi-tasking

Office365

Education

Post-secondary college program (2 years)

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.

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:

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 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

The incumbent conducts routine interactions and provides clarification of information

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

_ 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:

• Completion of a formal post-secondary/college program of two academic years

• Alternative combinations of education and experience may be considered

• undefined

Experience and Skilled Knowledge 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
• This position is part of a unionized workplace

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.