Administrative Assistant

Job title: Administrative Assistant

Job description: Description

The Administrative Assistant reports to the Executive Director, performs general office duties, and provides clerical support to the business operations of the ARC such as but not limited to reception, answering/directing phone calls and email inquiries, filing, mailing, banking, data entry, copying, shredding, organizing, supplies inventory, setting-up meeting venues, keeping the mezzanine area tidy and attends to other administrative errands as requested. The position requires tact and diligence in handling confidential and sensitive information.

This is a union-exempt position.

Terms of Employment and Hours:

• Permanent, Part-time, 12 hours per week.

Shift schedule:

• Dependent upon the hire. Flexible hours available.

KEY RESPONSIBILITIES:

• Receives administrative calls, messages, guests, mail and deliveries and directs them to appropriate office/s.
• Assists the Administration in organizing the office, filing, maintaining, moving and disposing records according to The Salvation Army policies and procedures.
• Collects, maintains and protects confidential information.
• Circulates general mail and reading materials on managers’ incoming trays or offices.
• With training and supervision, enters data, updates and organizes electronic files and records; performs research and generates reports on SAMIS, TEM, APT, UltiPro, E-Claim and other database programs that may be assigned.
• Counts and reconciles front desk receipts.
• Performs bank deposits, cashes petty cash cheques and reconciles the transaction records.
• Creates petty cash reimbursement requests and reconciles the requests to the expenses.
• Conducts inventory of the vending machines, order supplies and counts the machine money with the Business Manager.
• Processes employee expenses, vehicle fuel receipts and visa receipts using TEM.
• Checks coding on invoices using Agresso.
• Conducts inventory of office supplies and equipment assigned to the Administrative Department and orders replacement when requested and approved by the manager.
• Prepares new hire and benefit enrollment packages.
• Produces, edits and updates employee business cards and ARC information materials.
• Collects, maintains and protects confidential information.
• Assists in setting-up meeting venues; tidies up and organizes the mezzanine’s meeting rooms, storage rooms, staff kitchen and hallway.
• Assists in booking meetings; taking, writing and circulating minutes.
• Attends to all staff meetings and training seminars related to agency services as required.
• Performs other related duties as may be assigned from time to time.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Must have completed high school with a specialized course up to six months (business or office management, finance, accounting, human resources, or any related field is preferred)
• Must have at least six months of related experience.
• Must be proficient in MS Office programs, applications, and basic database management.
• Must demonstrate adeptness and trainability in handling various office equipment, tools and gadgets.
• Must possess good clerical, organizing, records keeping, typing, and data entry skills.
• Must possess good numeric and analytical skills with attention to detail.
• Must be able to multi-task, meet deadlines and work in a team environment.
• Must be able to follow through and work collaboratively on project-based assignments.
• Must possess good customer service skills.
• Must be able to demonstrate flexibility and creativity.
• Must be able to understand the barriers faced by the Victoria ARC residents and guests.

NOTE: This position requires a First Aid Certification. A Federal Government “Enhanced Reliability” Security Clearance and Criminal Record Check is a pre-requisite to employment commencement.

The use of a personal vehicle is not required in the performance of duties.

Successful candidates, prior to hiring, may be required to provide:

• Background check consent.
• A clear vulnerable sector screening.
• Clean drivers abstract.
• Completion of our online Armatus Abuse Training and required Health and Safety training.

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all employees in Canada. The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial/territorial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

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

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.

Click Here to Apply

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