Receptionist

The Salvation Army; City of Langley; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading charitable organization is seeking an Administrative Support Officer to provide crucial assistance to management. Responsibilities include drafting correspondence, scheduling meetings, and maintaining databases. The ideal candidate will have at least 2 years of administrative experience and strong proficiency in Office365. This role offers a competitive hourly wage of $20.40 to $20.72 in a supportive and collaborative environment.

Qualifications

• Minimum 2 years of administrative and/or financial coordination experience.
• Experience dealing with office equipment.
• Strong proficiency in Office365, particularly Teams, Outlook, Word, Excel.

Responsibilities

• Provides administrative support for a manager or team of managers.
• Drafts and types correspondence for various administrative issues.
• Schedules meetings and maintains supervisor’s calendar.

Skills

Attention to detail and accuracy

Time-management

Organizational skills

Strong written and verbal communication

Interpersonal skills

Education

High School Diploma plus specialized courses

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 position provides administrative and/or special project support for a manager or team of managers/consultants.

Accountabilities

The incumbent may perform all, some, or similar duties to the listed below:

• Drafts and types correspondence (e.g., letters dealing with administrative issues, dictations, acknowledgements), checks typing for accuracy, sorts and prioritizes typing assignments with general guidelines.
• Performs general office duties such as answers and screens telephone and direct enquiries and answers inquiries; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries.
• Builds and maintains databases (e.g., employee/volunteer information, contact lists, inventory, hours worked); maintains input into Salvation Army Management Information Systems S.A.M.I.S.
• Drafts and prepares presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval (e.g., power point presentations).
• Schedules meetings, prepares agenda, and takes minutes, types and circulates minutes.
• Schedules or keeps track of supervisor’s calendar, makes travel arrangements, changes arrangements and provides reminders including support documentation.
• Opens and distributes incoming mail and processes outgoing mail which may be of a confidential nature, receives parcels and distributes to the appropriate individual.
• May order all stationary supplies and maintains adequate office supplies and other supplies as needed (e.g., kitchen or lunchroom supplies), may maintain postage meter supply, may arrange for maintenance of office equipment.
• Prepares and receives all paperwork for various projects and processes (e.g., community service orders, ministry unit annual reviews).

Critical Relationship Management

Governance Boards and Councils: None

Internal:

• Management and staff, volunteers

External:

Community, Vendors/suppliers

Health & Safety

The job incumbent may be exposed to the risk of minor to moderate injury or illnesses due to the following:

• Potential of physical, verbal and mental abuse within workplace (by participants)
• Potential of exposure to infectious diseases
• Potential of exposure to toxic chemicals
• Potential of exposure to bodily fluids (human waste)
• Potential of sharp and moving objects
• Potential of pressures of timelines
• Potential of objects falling off high shelving
• Potential of slippery or wet surfaces
• Potential of exposure to odours
• Potential of Carpel Tunnel Syndrome

Precautionary Measures

The incumbent must take the following precautionary measures (in addition to health & safety rules):

• Universal Precautions
• WHMIS Training
• Valid Certification in First Aid/CPR
• Criminal Record Check
• Driver’s Abstract
• Non-Violent Crisis Intervention Training

Managerial Responsibility

• Reports directly to: Operations Manager
• Direct reports: n/a

Financial and Materials Management

• The incumbent is involved in minor financial matters regularly, or on a relief basis, or has responsibility for the wise use of his/her own resources.
• The incumbent may be authorized to spend, disburse, or collect small amounts of cash.
• The incumbent has very little input into the annual budget.

Working Conditions

• Typically, in a general office setting working in generally agreeable conditions, with the following exceptions:
  • Monotony.
  • Dealing with angry people
  • Verbal Abuse
  • Frequent interruptions and multitasking
  • Temperature variations (i.e. front door opening and closing)
  • Equipment and general office noise (people talking, phones ringing)
  • The performance of the job requires a continuous amount of sitting, occasionally bending, walking, keyboarding, standing and lifting up to 10 pounds.
  • Little to no travel required (TSA program vehicle available as needed)

Note: NOT all incumbents perform all of the duties described above but perform a similar range of duties

Education, Qualifications and Certifications

• Completion of High School Diploma plus specialized courses of up to six months

Experience and Skilled Knowledge Requirements

• Minimum 2 years of administrative and/or financial coordination experience.
• Experience dealing with office equipment
• Strong proficiency in Office365, particularly Teams, Outlook, Word, Excel.
• Experience with administrative tasks, payroll systems, financial reporting, or childcare management systems is an asset.

Alternative combinations of education and experience may be considered.

Skills and Capabilities

• Exceptional attention to detail and accuracy.
• Excellent time-management and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• High level of discretion and professionalism.
• Strong interpersonal skills and a collaborative work style.
• Sound judgment and problem-solving abilities.

Compensation

The target hiring range for this position is $20.40 to $20.72 with a maximum of $21.03.

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.