Part Time Administrative Assistant

The role of Administrative Assistant is one of the important positions within the ministry unit and is essential to the overall mission of the Salvation Army in Windsor Centre of Hope. The Administrative Assistant is responsible to provide administrative support to the director team at the Windsor Centre of Hope. This will include administrative and some accounting duties.

Service Responsibilities:

• General office duties such as: answering telephone calls, directs and/or answers inquires; files documents electronically or manually; photocopies and distributes materials as requested; and resolves routine inquiries.
• Schedule meetings, prepare/distribute agendas; take minutes; type and circulates minutes.
• Maintain confidentiality and keeps accurate employee personnel files, and statistical reports.
• Compile, type, and maintain policies, procedures, and manuals as needed.
• Draft and type correspondence, presentations, brochures; fliers and generates reports.
• Process out-going mail including courier parcels and materials of a confidential nature; receives parcels and distributes to the appropriate persons; follow policy to process mail opening.
• Provide information to directors when inquired.
• Consult director team members, makes decision on routine and urgent administrative matters in the absence of supervisor.
• Order all stationery supplies and maintain adequate office supplies and other supplies as directed; maintain supply of postage stamps, arrange for maintenance of office equipment.
• Assist in the preparation for accreditation and other reviews, and follow-up.

Business and Financial

• Opening safe, matching all the money in the safe, ensure all monies received are deposited timely. Sending required bank deposit financial documents to the regional accounting center for processing.
• Acting as a custodian of petty cash and other cash floats (i.e. resident PNA cash float).
• Maintain an accurate, ongoing record of all monetary donations, complete donor receipts for income tax purposes, and send acknowledgement letters.
• Maintain current fixed asset inventory; ensure that a yearly inventory is completed for adequate insurance coverage.
• Develop and maintain a system for recording statistics according to the policies of The Salvation Army.
• Assist with purchasing as required, and prepare requisitions for approvals, ensuring all necessary information is attached.
• Coding and forwarding invoices to the regional accounting center for payment, when needed.

Human Resources

• Provide ongoing management and archiving of personnel files in compliance with applicable Salvation Army and legislative requirements. Maintain all employee confidential hard copy/electronic employee files. Ensuring that employee files are current, up-to-date, and securely stored.
• Utilize information from employee timesheets, input time and attendance information in a timely and accurate manner into the UltiPro system for supervisor approval.
• Ensuring that an up-to-date supply of new employee hiring packages and orientation materials are available and ready for distribution. Assist to set up new employee onboarding orientation and provide instruction to new employee.
• Assist in ensuring that all benefit enrolment forms and RRSP application forms are returned to HR as required, answering employee basic questions/concerns about their benefits and RRSP’s.

Organizational Responsibilities:

• Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.
• Maintain information in confidential as required. Ensure that all information about residents, clients, staff, visitors, and volunteers are strictly confidential.
• Participate as an active and responsible team member in all work groups through which position responsibilities are achieved.
• Represent the organization in a professional and engaging manner and assist personnel whom the position supports in developing those skills as required.
• Participate in probationary and annual performance appraisal process.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Participate in ongoing professional development and attend/maintain all mandatory training.

WORKING CONDITIONS:

• This is a part time position based on 20 hours per week.
• Normal work schedule is Monday to Friday, 8:30 am to 12:30 am. Due to working environment, flexibility is required for changes as needed.
• Normal location of work is at Windsor Centre if Hope, 355 Church Street, Windsor, ON N9A 7G9.
• Ability to lift/move up to 20 lbs.

• Completion of a Community College program, preferably the completion of a diploma or certificate in Business Administration or related field.
• Provide an original copy of a Criminal Background Check with vulnerable sector screening that is satisfactory to
• Valid Ontario Class “G” Driver’s License, a current copy of a driver’s abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Minimum of three (3) years of prior related experience and working knowledge in senior administrative experience, and general accounting experience.
• Professional working experience of using Microsoft Office products is required, i.e. Word, Excel, PowerPoint, Publisher, Outlook email, Teams, Microsoft 365, and Adobe Acrobat, etc.
• Good knowledge and skills of using online software program, and IT problem solving skills.

SKILLS AND CAPABILITIES:

• Self-motivated, flexible, disciplined and able to work independently with minimal supervision, and participate as an active and responsible team member in a cooperative team environment.
• Ability to learn, adapt, and utilize technology and processes quickly.
• Ability to maintain a high level of accuracy and confidentiality, attention to detail, problem solving and analytical skills.
• Ability to prioritize, time management skills to effectively handle multiple priorities and meet competing deadlines.
• Must have strong interpersonal and communication skills (written/oral), good listening skills, and an ability to work cooperatively with director team members, and program managers.
• Ability to clearly and concisely, compose/proofread/edit documents such as letters, memos and e-mail.
• Understand ethical behaviour and business practices and ensure that own behaviour is consistent with these standards and aligns with the values of the organization.
• Ability to exercise good judgement.
• Excellent interpersonal skills, integrity, and adaptability.
• May require screening through The Salvation Army Abuse Registry.
• Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector 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.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.