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About the Role

The Administrative Assistant position leads and coordinates all secretarial and administrative duties in the ministry for London Citadel.

Responsibilities

• Perform general office duties such as answering and screening telephone calls, directing inquiries, and answering routine questions.
• Greet and escort visitors.
• File documents electronically or manually.
• Photocopy and distribute materials as requested.
• Send and receive fax/email material.
• Draft and type correspondences or generate reports.
• Check typing for accuracy.
• Research and respond to difficult inquiries on behalf of the corps officers.
• Handle and ensure the protection of confidential and sensitive employee/Officer and/or program files.
• Draft and distribute thank you letters to volunteers and donors.
• Assist with the preparation for the Annual Ministry Unit Review.
• Maintain databases (e.g., volunteer information, contact lists, inventory, hours worked).
• Input data into The Salvation Army Management Information System – S.A.M.I.S and UltiPro.
• Draft and prepare church bulletins, newsletters, presentations, brochures, flyers, advertisements, and invitations.
• Post approved information to social media.
• Perform minor updates and/or adjustments to Corps webpage.
• Schedule meetings, prepare agendas, type, and circulate minutes.
• Keep track of the Corps Officers’ calendars.
• Open and distribute in-coming mail and process out-going mail, including confidential materials.
• Receive parcels and distribute them to the appropriate persons.
• Order stationery supplies and maintain adequate office supplies (janitorial, kitchen).
• Maintain postage stamp supply.
• Arrange for maintenance of office equipment.
• Ensure the general cleanliness and orderliness of the front entrance and reception area.
• Update publications and displays as required.
• Provide administrative support to corps programming, including events and camps.
• Maintain weekly ‘Rosters’ for Corps worship services (e.g., Sunday School teachers, PowerPoint, Children’s Time, Special Music).
• Arrange for occasional property maintenance repairs when the local Property Manager is on vacation.
• Work in conjunction with the Property Manager to keep track of all keys and key fobs.
• Coordinate details associated with all facility rentals, including preparing lease and rental agreements.
• Accept monetary payments for building rentals.
• Serve as the custodian of the gift card log and Corps Petty Cash.
• Receive, process, reconcile, and replenish petty cash and store it securely in the Corps safe.
• Process bills/invoices under direction from the Corp Officer and/or Corps Treasurer.
• Arrange and submit requests for reimbursements using TEM.
• Accept in-person donations from the public and issue receipts.
• Input timekeeping balances using Workday for bi-weekly payroll.
• Process applications and payments from the corps for corps, divisional, and territorial events.
• Perform other related duties as required.

Requirements

• Minimum Grade 12 diploma.
• Completed Administrative Skills course or similar program.
• Minimum of two (2) years of prior related experience, including administrative, senior administrative/secretarial, and general accounting experience.
• Experience dealing with office equipment and tools.
• Valid Ontario Class “G” Driver’s License.
• Personal vehicle and insurance are required.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army.
• Ability to provide an original copy of a Background Check screening.
• Ability and 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.

Skills

• Attention to detail
• Problem-solving skills
• Analytical skills
• Self-motivated/disciplined
• Proficiency in Microsoft Office products (Word, Excel, Publisher, PowerPoint)
• Proficiency with telephone, photocopier, scanner, and fax machine
• Proficiency in or willingness to be trained in using CANVA, TSA Business World, TSA SAMIS
• Ability to maintain information in confidence
• Good judgment
• Ability to work in a fast-paced environment
• Aptitude for accuracy and thoroughness
• Consistent follow-up
• Exceptional organizational skills
• Prioritizing skills
• Time management skills
• Ability to handle multiple priorities
• Ability to meet competing deadlines with minimal supervision
• Ability to work independently
• Ability to participate as an active and responsible team member
• Excellent interpersonal skills
• Integrity
• Adaptability
• Good listening skills
• Strong oral communication skills
• Strong written communication skills
• Respect for authority
• Ability to work in a consultative, diplomatic, and tactful manner
• Ability to represent the organization in a positive, professional, and engaging manner
• Ability to lift/move 30 lbs.
• Ability to reach, bend, twist, and stoop frequently.
• Ability to work in a standing or sitting position for long periods.
• Ability to unpack delivery vehicles.
• Computer keyboarding skills.

Location

• London Citadel

Work Type

• Permanent part-time
• 25 hours per week
• Flexibility in scheduling is required and will vary.
• Occasional travel (up to 5%)

Experience Level

• Minimum of two (2) years of prior related experience

Education Level

• Minimum Grade 12 diploma
• Administrative Skills course or similar program

Salary/Compensations

• $17.60 to $21.84 with a maximum of $26.20

Benefits

• Potential to experience flexibility at work
• Health and dental benefits
• Paid vacation and sick time
• RRSP’s
• Opportunities to expand skills and advance careers

About the Company

• 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.
• Our employees are motivated by the fulfillment and meaning they experience as they serve people in need across Canada and Bermuda.
• Whether at the front-lines or in a support role, as part of our team you’ll work alongside a diverse and skilled group of purpose-driven professionals, empowered to provide exceptional service.
• We deeply value the relationships we build in the workplace.
• If you're looking for a career that allows you to find meaning, make an impact, and one that challenges you to grow and become the best version of yourself, join our dynamic team.
• There is a place for everyone to belong at The Salvation Army.

Equal Opportunity

• 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.